Track Every Job From Quote to Invoice
Track jobs from quote to invoice. Assign technicians, log billable hours, manage line items, and generate professional PDF invoices. Built for Australian workshops.
THE CHALLENGE
Sound Familiar?
The Problem
- Job cards scribbled on paper get lost, stained, or thrown away before invoicing
- Manually typing invoices takes 10-15 minutes per job and leads to missed line items
- No visibility into which technician is working on what or how long jobs actually take
- Payments tracked in a spreadsheet with no connection to the job or customer record
The Solution
- Every job is digital from creation to completion with full status tracking and history
- Invoices generate automatically from job line items — parts, labour, and totals are already there
- Assign technicians to jobs and track billable hours with built-in start/stop timers
- Record payments against invoices with full balance tracking and overdue notifications
FEATURES
Everything You Need
Live Status Board
See every job in your workshop at a glance — Pending, In Progress, Awaiting Parts, Complete, Invoiced. Filter by technician, date, or status.
Line Items from Stock
Add parts and labour from your inventory. Prices, descriptions, and stock levels update automatically.
Technician Assignment
Assign one or more technicians to each job. See who is working on what across your whole shop.
Billable Time Logging
Start/stop timers or enter hours manually. Billable hours feed directly into invoices and utilisation reports.
PDF Invoices
Professional PDF invoices with your logo, ABN, bank details, and branding. Ready to print or email in one click.
Email Delivery
Send invoices directly to customers via email. Track delivery status and follow up on outstanding balances.
Accounting Sync
Push invoices to Xero, MYOB, or QuickBooks. Two-way sync keeps your books balanced without double entry.
Payment Tracking
Record full or partial payments against any invoice. Track outstanding balances and overdue amounts at a glance.
HOW IT WORKS
From Start to Finish
Create a Job
Start from the jobs list, diary, or a converted quote. Enter the customer, vehicle, and a short service description. PitlaneHQ auto-assigns the next job number.
Add Line Items
Pull parts from your stock inventory and add labour lines. Prices, quantities, and GST calculate automatically. Stock levels adjust in real time.
Assign & Track Time
Assign one or more technicians to the job. They can start/stop timers from the job page or enter hours manually. All billable time is logged.
Generate Invoice
When the job is complete, the invoice is already built from your line items. Review, adjust if needed, and mark as ready to send.
Send & Get Paid
Email the PDF invoice to the customer or print it at the counter. Record payments as they come in — full, partial, or split across payment types.
COMPARE
Why PitlaneHQ?
| Feature | PitlaneHQ | Spreadsheets | Other Software |
|---|---|---|---|
| Digital job tracking with status workflow | |||
| Auto-numbering with site prefixes | |||
| Professional PDF invoices with branding | |||
| One-click email delivery | |||
| Built-in billable time logging | |||
| Multi-technician assignment per job | |||
| Stock integration with auto price lookup | |||
| Partial and split payment tracking | |||
| Xero / MYOB / QuickBooks sync | |||
| File attachments on jobs (photos, PDFs) | |||
| Soft delete with trash and restore | |||
| Full audit trail of all changes |
USE CASES
Real Workshop Scenarios
Paper to Digital
The Challenge
A sole-trader mechanic was tracking jobs on paper cards and handwriting invoices. Jobs fell through the cracks and invoicing took hours every week.
The Solution
Switched to PitlaneHQ for digital job tracking and automatic invoice generation. Line items pull from stock, so invoices are built as the job progresses.
The Result
Invoicing time dropped from 4 hours per week to under 30 minutes. No more lost jobs or missed charges.
Multi-Bay Efficiency
The Challenge
A 6-bay workshop had no visibility into technician workload. Jobs were assigned verbally, time was never tracked, and utilisation was a guess.
The Solution
Each technician is assigned to jobs in PitlaneHQ and logs billable hours with the start/stop timer. The live status board shows every bay at a glance.
The Result
Technician utilisation improved by 22%. The owner can see exactly who is working on what and spot bottlenecks before they slow the shop down.
On-the-Go Invoicing
The Challenge
A mobile mechanic was writing quotes on-site but had to go home to create invoices on a laptop. Customers waited days for invoices.
The Solution
PitlaneHQ runs in the browser on any device. The mechanic creates jobs, adds line items, and emails invoices from a tablet at the customer site.
The Result
Invoices sent within minutes of job completion. Cash flow improved immediately with faster payment turnaround.
FAQ
Frequently Asked Questions
What Workshops Are Saying
Customer stories coming soon. We are building something workshops will love.
Ready to Streamline Your Workshop?
Join hundreds of Australian workshops already using PitlaneHQ to manage their business more efficiently.