Customer Details
Fast, easy entry of your customer details. Enter their details once and you then have access to any customer’s records within seconds. Enter addresses, telephone numbers, agreed hourly rates etc. GB Pro automatically updates each customer’s last invoice date, and how many vehicles they have on your system.
You can give each customer an individual labour rate and any parts discount that you might want to offer. Both these can be adjusted at the point you create the invoice. You can make general notes on any customers specific requirements in the ‘Quick notes’ screen
Powerful yet easy to use invoicing automatically enters customer and vehicle details. One button access to all your invoices for quick access to vital data. One button access to all unpaid or part paid invoices. You can find any customer their vehicle and invoice details within 5 seconds!
You can rename the 6 invoice charge categories that will appear on your customers invoice to suit your business, once renamed these will then appear on your customers printed invoice. This gives you great flexibility on how you can use GB Pro creating your own invoice headings to suit your business.
For instance, a substantial amount of garage businesses now charge their customers a disposal charge for things such as tyres, oil and filters, and other used parts. You can create a charge category to show this on the customers invoice. The ability to change these categories is a huge benefit to your business, and clearly shows your customer the amounts on the invoice.
The categories shown on our screen shot and training movies are the default entries – these can be changed as often as you like to reflect your business needs both now and in the future. Your system will come with the following invoice category defaults – Labour , Parts, Lubricants, Outside, Others and Recovery. However you can change these to suit your business they could as easily say – Service – Parts – Disposal charge- Valet- Sundries – Collect Vehicle.
You can change these categories as often as you need to.
The MOT charge category displays the MOT fee without any VAT added to it.
Using our ‘Invoice drop ins’ you can create ‘Work done’ and ‘Advise’ lines that can be added to your invoice simply by selecting the line and clicking – if you then need to, you can manually edit these descriptions. Using the invoice drop ins is a real time saver and you can create as many of them to reflect your business.
Store as much or as little of your customers vehicle details. Automatically updates with new MOT date for MOT reminder letters. You can store next timing belt, oil and filter change dates and mileage. Service details can be viewed or printed off.
You can move Vehicle details from one customer to another i.e. You have been servicing vehicle reg 123 ABC to customer Mrs Smith who then sells the vehicle to Mr Jones who brings it to your garage. You can transfer all the service and job sheet history of this vehicle to the new owner -so you have a complete running history of this vehicle. This can also be used if you need to do several invoices for the same vehicle for insurance purposes etc.
You can view a vehicle service history instantly from the GB Pro start screen. Type in the vehicle number and up will come who owns this vehicle. One further click and the complete service history will be shown. If this vehicle has been previously owned by any of your customers this history is also included. You will have a complete record of all the work you have done to this vehicle.
If your business serves HGV ‘s then we have a ‘Truck version’. This version has been adapted for the requirements of servicing trucks such as DVSA safety checks -yearly safety check planners – safety inspection letters – Tacho inspection reminders for both the 2 yr and 6 yrs inspection dates. The system also records LOLA dates etc.
Keep track of all jobs as they enter your workshop. Create a job sheet then place on job watch if you are waiting on other people or parts. You will then be able to track and monitor this job
For UK users we have a VRM Lookup supplied by Motor Specs. Once you have an account you can then complete look ups which can then be saved to a jobsheet or printed off as a report.
You can create your own parts catalogue and then use the full stock control system to monitor your stock control- or if you prefer you can just enter the part names and create your own parts catalogue, and not worry about stock control. Once you have entered your parts you simply choose each part name from a drop down list, the price and any discount you want to offer is shown on the invoice. Using our stock control system you can account for every part placed on to your system and to what invoice is was allocated to.
Parts can also be added to the invoice as non stock items, in which case you enter the part name as you want it to appear on the invoice. All prices can be adjusted at the point of sale.
Create service packs from your parts catalogue then add them to the invoice with 1 click. Service pack items can have a different price (or no price) to the same item sold individually. You can create as many service packs as you need
GARAGEBase Pro has a full diary appointments system, allowing you to easily make appointments for either a person - bay or ramp. The system will also send a SMS (text) appointment confirmation message or email or both. Its so easy to use, and just right for the busy garage wanting to get away from a paper diary. There is no limit on the number of people or bays you can set appointments for.
Our latest product is an MOT online booking system incorporated into a professionally designed website: Not only is it a professional designed website but its easy for you to alter the contents when you want and as often as you want. MOTORWeb allows your customers to book their own MOT online – using appointment times allocated by you so you don’t lose control. You can even set the system to allow customers to pay online using your existing merchant account.
Enter all your parts or just your most popular ones. Once entered onto the system you can analyse each part sale and to what invoice it has been allocated —automatically. If it’s a non stock item you can enter the name as you wish together with quantities and any discounts you want to offer. Depending on how much of the system you want to use you can keep track of stock levels, re-orders and next delivery dates. You can enter a default buying in price and a default selling price – both of which can be altered at the point of sale. Allowing to work out exact margins on your part sales.
If you do the system will work out buying and selling margins on any of your products. If you sell tyres then you will want to use our ‘price checker’.
Enter your part names for example: Pirelli 185/65/16 then add this to the category you will have created called ’185/65/16′, enter all the different brands that you sell in this size and add them all to this category, now all you have to do from the front screen is select ’185/65/16′ as the category you want to check – and all the tyre brands of that size will appear with price and stock cross check. The system will work with any type of stock, but is most useful for the type of items that customers phone around for getting the best price.
Create more business such as MOT Test and servicing and keep in touch with your customers with our easy to use reminder system. Create your letter without having to merge data with other applications. However, you can if you prefer use our Word template and send your reminder as a Word document. Reminders letters in either format can be sent for : Service , MOT, DVSA Safety check and a general mail shot letter. Visit our MOTORWeb website for the latest MOT and service live online booking system.
If you have and are using Sage Line 50, Sage Instant Accounts Plus or Zero, you can export invoice data from GB Pro to these applications. This is done via a CSV file. You do not have to have Sage on your computer to do this – so if your accountant has Sage you can send them the data without needing Sage on your PC, you can just email or give the CSV file containing the data to the computer that has Sage on it.
With GB Pro you can convert an estimate with the click of a button to an invoice. Create your estimate entering any parts and your job descriptions, you can then turn the estimate into a Job sheet or an invoice, or both. All the data you have entered will appear on the invoice or job sheet... without any further typing.
You can create estimates against an already existing customer or create an estimate for a pending customer – once they have accepted the estimate you can create the customer and convert the estimate .
GB Pro has it’s own easy to use purchase ledger included. So all purchases and expenses made for running your business can be easily entered here in 1 place. You can allocate nominal codes for different purchases – you can then see a breakdown of the money you have spent and on what, to run your business.
You can view suppliers payment dates and when to pay a supplier (motor factor)
Total monies owed to suppliers
Complete breakdown on how you owe this money
This part of the system also has the added benefit of providing the figures to complete your VAT return easily, no matter what VAT accounting you are on. Our Purchase Manager will calculate your VAT figures for the standard quarterly VAT return – Cash accounting or the FRS (Flat rate scheme).
This is an optional part of the system that you can choose to use or not. As the vehicle arrives you can create a job sheet, that vehicles details are automatically entered onto the job sheet which you can then hand to the person responsible for the job. Job sheet data can then be transferred to an invoice. In addition to job sheets, Job Watch monitors those waiting jobs and you can see the reason why the job is on hold – maybe waiting for a part to arrive. If you don’t use or don’t need Job sheets then you do not have to use this part of the system.
This is a great way of letting your customers know what is happening to their vehicle – and when its ready to be collected. You can also send SMS messages to alert your customers that ‘Test’ and ‘Services’ are due – using this reminder feature will increase your business. You can send these text messages from within GB Pro. This is a great utility that will send a text message to your customers mobile. Messages that you send are pre paid. To use the Text (SMS) option your PC will need an internet connection.
You can email invoices from GB Pro ( you will need MS Outlook for best results). You can also email Test and Service reminders. We also have a built in Bulk Email marketing feature which will allow you to email your customers with any offers etc you might be running.
