Everything you need to know about running your repair shop.

Measures How many cars are in the shop right now: work orders that are Open, In Progress, Waiting for Parts or Completed. Estimates do not count, because a quote is not a car.

Example 5 cars, with 2 waiting on parts.

Watch for In flight is the money still owed on those cars.

Measures Bookings for today that were not cancelled, and the time of the next one.

Example 3 today, next at 2:30 PM.

Watch for A booking that was marked Arrived or Completed no longer counts as next.

Measures Money received since the first of the month, after card fees are taken off. The small percentage compares it with the same day last month.

Example $12,400 collected, +8% versus the same point last month.

Watch for Refunds reduce it. Adjustments do not count.

Measures The balance still unpaid on work orders that are Completed, Invoiced or Paid, and how many of them there are.

Example $2,150 across 4 work orders.

Watch for A work order marked Paid with a balance left is worth a look.

Measures Work orders that are not yet Paid, Cancelled or Invoiced.

Example 7.

Watch for Invoiced is out of this count, because the work is done and only the money is missing.

Measures Work orders whose status is Waiting for Parts.

Example 2.

Watch for These are the cars taking up space.

Measures The invoice total of every work order, all time, added up.

Example $184,000.

Watch for It includes unpaid work. For what came in, look at Collected.

Measures Accounts receivable: the unpaid balance across every work order.

Example $3,200.

Watch for It is red when it is above zero.

Measures Where the visit is. Estimate is a quote only. Open means accepted. Completed means the work is done. Invoiced means the bill went out. Paid means the money is in. Cancelled means it never happened.

Example A car that was diagnosed, approved and fixed reads Paid at the end of the day.

Watch for Paid is the moment staff earnings count. Nothing is earned until the customer has paid.

Measures Every labor line's amount added up, on every job that is not cancelled. A labor line's amount is its hours times the labor rate.

Example 2.5 hours at $150 an hour is $375.00 of labor.

Watch for A labor line marked Rejected is left out of the money but its hours are still counted in their own bucket.

Measures Every part's quantity times its price, added up. Rejected parts are left out.

Example Four spark plugs at $12 each is $48.00 of parts.

Watch for Price is what the customer pays. Cost is what you paid. The difference is your parts margin, and the customer never sees it.

Measures Extra lines on the work order: environmental fee, shop supplies, storage, or a misc fee.

Example Shop supplies $15.00.

Watch for Fees are never taxed.

Measures The shop's tax rate applied to taxable parts only. Labor and fees are never taxed.

Example At 7%, $48.00 of taxable parts adds $3.36 of tax.

Watch for If tax reads 0 on a work order with parts, check the tax rate in Shop settings.

Measures Labor plus parts plus fees plus tax.

Example $375.00 + $48.00 + $15.00 + $3.36 = $441.36.

Watch for This is what the customer owes before any card fee.

Measures Every payment added up, with refunds taken off. If a card fee was collected it is shown separately, because that part does not pay down the invoice.

Example $441.36 paid, of which $8.83 was the card fee.

Watch for Paid can be larger than the total when the card fee is included. Look for the card fee line before you worry.

Measures The invoice total minus what was paid, not counting the card fee part. It never goes below zero.

Example $441.36 total with $200.00 paid leaves $241.36 due.

Watch for When it is zero the page says Paid in Full instead.

Measures A percentage added when the customer pays by card, set in Shop settings, 2% by default. The page shows what the fee would be on the remaining balance and the total the card would be charged.

Example At 2%, a $241.36 balance becomes $246.19 on the card.

Watch for Paying by cash or check avoids it. The report says so to the customer.

Measures Labor hours by the status of their labor line. Active means pending plus in progress plus completed.

Example 1.0 pending, 0.5 in progress, 2.0 completed, 0.5 rejected. Active is 3.5.

Watch for Only Completed hours are paid to the mechanic.

Measures A switch you press once a work order is Paid and every job is Completed or Cancelled. It closes the books on that visit.

Example After approval, a mechanic who tries to edit the work order gets a message that it is locked.

Watch for You can reverse it. Every approval and reversal is kept in the history.

Measures Where one piece of the work is. A Cancelled job counts as zero dollars and zero hours.

Example A brake job reads Completed while the oil change on the same car is still Planned.

Watch for When you press Manager Approve, jobs are set to Paid. The previous status is remembered so a reversal can put it back.

Measures How urgent the job is, for the customer's sake. It colors the job's chapter in the report.

Example Worn brake pads are Important. A cabin filter is Future Visit.

Watch for It does not change any price.

Measures Where one line of labor is. Rejected means the customer said no, or you dropped it.

Example The customer approved the pads but rejected the rotors: the rotors line reads Rejected.

Watch for Rejecting a labor line also rejects the parts linked to it, unless they were already received or installed.

Measures The customer's answer on a job, rolled up from the answers on its labor lines. Partial means they said yes to some lines and no to others.

Example Two lines approved and one rejected reads Partial.

Watch for Until someone answers, the job stays at No Response. A single answer never stamps the whole job.

Measures Where one part is on its way to the car.

Example The pads are Installed; the rotors are Rejected.

Watch for Only Installed parts count toward the mechanic's parts share.

Measures Cost is what the part cost you. Price is what the customer pays. Margin is price minus cost, times the quantity.

Example A part bought for $40 and sold for $60 has a $20 margin.

Watch for Margin appears only on the manager copy of the report, never on the customer copy.

Measures For the whole shop: money collected, balances still owed, and the invoice total of every work order.

Example $92,000 paid, $3,200 outstanding, $95,200 total value.

Watch for They are shop figures, not anyone's pay.

Measures What the crew has earned on work orders that are paid, on work that is done but not yet paid, and on everything if it all gets paid.

Example $18,400 earned and verified; $2,100 waiting on customers.

Watch for Only Earned · Paid is real money you owe your staff. The other two are forecasts.

Measures Completed hours times their labor rate times their flat-rate multiplier. Rejected lines are left out. When a job has more than one mechanic, the hours are split evenly.

Example 8 completed hours at $50 with a multiplier of 1.0 is $400.

Watch for The rate and the multiplier are set per person on the Staff page. A missing rate falls back to the shop's default labor rate.

Measures Half of the margin on the parts they installed, split evenly if the job had several mechanics.

Example A job with $200 of installed-parts margin pays the mechanic $100.

Watch for Only Installed parts count. Planned or Ordered parts pay nothing yet.

Measures A payout you build for one person from their finished jobs, plus or minus adjustments. It is emailed to them, and it only exists if the email went out.

Example BILL-0007, labor $1,240 plus parts share $180, grand total $1,420.

Watch for A bill moves from Submitted to Paid when the mechanic confirms they received the money. Voiding a bill puts its jobs back in the ready pile.

Measures Where an appointment is. Scheduled is booked but not yet confirmed with the customer. Cancelled and No-show are struck through on the calendar.

Example A customer who booked online reads Scheduled until the desk calls them back and sets Confirmed.

Watch for Cancelled bookings do not count toward today's appointments.

Measures Where the booking came from. An amber outline with a megaphone is an ad campaign. A violet outline is a customer who booked from their own garage page.

Example Three amber bookings this week means three appointments the ads brought in.

Watch for A portal booking is not an ad and is never counted as one.

Measures On the 7-day view, the labor hours of the work order linked to a booking, taken from its pending, in-progress and completed lines.

Example A booking linked to a 3.5-hour work order takes 3.5 hours from that mechanic's day.

Watch for Unlinked bookings take no hours.

Measures The work order number, its status when the report was made, and the created, promised, completed, invoiced and paid dates.

Example RO #WO-93 · Paid · created 03/02/2026.

Watch for Make a fresh report after any change. The status on the cover is a snapshot.

Measures The same figures as the work order: Labor, Parts, Fees, Subtotal, Tax and Invoice Total. Then Paid, and Balance Due or Paid in Full. The card fee lines appear if a card was or would be used.

Example Invoice Total $441.36, Paid $441.36, Paid in Full.

Watch for The manager copy adds Parts cost, Parts margin and Gross profit. The customer copy never does.

Measures One row per payment or refund: date, method, notes and amount. Refunds show with a minus sign.

Example 03/05/2026 · Card · $441.36, with $8.83 card fee underneath.

Watch for The manager copy also shows the provider and its reference number.

Measures How many inspection points came out in each state, and how complete the inspection was.

Example 12 passed, 2 attention soon, 1 needs action, inspection 94% complete.

Watch for Items marked N/A are dropped from the list but still count in the total.

Measures Which job chapter you are reading and that job's total, which is its labor plus parts plus tax.

Example Job 2 of 4 · $186.50.

Watch for Rejected labor and parts do not appear in the chapter at all.

Measures The quantity and the extended price: quantity times price.

Example Qty 4 · $48.00.

Watch for On the manager copy the cost and margin follow in brackets.

Measures One ink stamp per payment on the signature page, with the amount, the method and the date. A refund stamps REFUND.

Example A visit with a deposit and a final payment shows two PAID stamps.

Watch for No stamp means nothing was paid when the report was made.