Settings and Profile Setup in Workshop Software

This guide walks you through configuring your Workshop Software account settings and company profile. Getting these settings right from the start ensures your invoices, reminders, bookings, and team schedules all work correctly.

Company Profile

Your company profile information appears at the top of all invoices and customer-facing documents.

1. Click the Profile icon in the top-right corner of Workshop Software.
2. Select Company Profile.
3. Fill in your business details:
   • Business name and address — this prints on all invoices, so ensure it is complete and accurate.
   • Phone numbers — only include numbers you want customers to see on documents. Remove personal mobile numbers if needed.
   • Email address — adding a verified email means emails sent from Workshop Software come from your address instead of the default. Press Save, then Verify, and follow the steps in the confirmation email.
4. To add SMS credits, press Buy SMS. Enter the number of credits (e.g. 500), tick Agree to Purchase, and press Buy. Wait for it to process — do not press Buy twice.
5. To add your logo, press Choose Image and upload your file. This logo will appear on all invoices.
6. Check the Subscription tab to find your Subscription ID (support may ask for this) and to manage your plan or payment details.

Company Settings

Company settings control how Workshop Software handles tax, pricing, vehicle types, and service intervals.

1. Go to Settings (bottom-right of the screen) > Company Settings.
2. Enter your ABN — this prints on invoices.
3. If using SMS, enter a Mobile Company Name so customers know who the message is from.
4. Set your Labour Line — this is required. It becomes the default labour product on all bookings. Without it, the system cannot create bookings.
5. Customise the Vehicle Groups you service. Press X to remove groups you don’t work on, or use the dropdown to add others.
6. Set the Default Service Interval (e.g. every 6 months). This controls when service reminders can be sent.
7. Choose the default reminder method: SMS or Email. You can override this per customer on their profile.
8. Configure Tax Settings:
   • Tax rate — verify this matches your region.
   • Prices include tax — when ON, a $100 product includes GST. When OFF, GST is added on top (customer pays $110).
   • Freight includes tax and Discount inclusive of tax — set as needed.
   • Rounding total — rounds customer invoice totals. Supplier invoices have a manual rounding option.
9. Press Save.

Invoice Settings

These settings control the default appearance and behaviour of your invoices.

1. Go to Settings > Invoice Settings.
2. Set the Invoice Format — if you have a logo, leave it as Default Black and White.
3. Set Payment Terms:
   • Cash on Delivery — customer pays immediately.
   • Number of days — e.g. 7 or 14 days to pay. This is the default; you can customise it per customer or per invoice.
4. Optional display settings:
   • Hide Part Numbers — removes part numbers from printed invoices.
   • Hide Labour Quantity — hides the quantity column for labour items.
5. Turn on Invoice Number Equals Job Number — this is recommended. It makes the invoice number match the job number, making it much easier to find documents later.
6. Press Save.

Messages and Document Templates

Customise the text that appears on your documents and in emails sent from Workshop Software.

1. Go to Settings > Messages.
2. Edit the Footer Messages for each document type (invoice, job card, statement, quote). This text appears at the bottom of every document.
3. Edit the Email Templates for each document type. For example, you might write: “Please find your invoice attached. We would appreciate a review — [Google Review link].”
4. Customise the Email Booking Confirmation template for customers who book through the public booking link.
5. If using the loan car system, customise the Loan Car Terms and Conditions.
6. Press Save.

Reminders Setup

Automated reminders help bring customers back for scheduled services and notify them of upcoming bookings.

1. Go to Settings > Reminders.
2. Turn on the Reminder System using the master toggle at the top.
3. Set the number of days before a service or renewal to send the reminder (e.g. 7, 14, or 21 days).
4. Fill in the reminder template. Use placeholders (words between % signs) to auto-fill customer details. For example, %rego_number% inserts the customer’s registration number. The available placeholders are listed below the text box.
5. Turn on each reminder type individually:
   • Service Reminders — fill in both the SMS and email templates, even if you only plan to use one method.
   • Rego Renewal Reminders — notifies customers when their registration is due.
   • Booking Reminders — set how many days before a booking to send (e.g. 1 day). Customise the message text.
6. Press Save.

Company Lists

Company lists let you create reusable templates and categorise your products and payment methods.

1. Go to Settings > Company Lists.
2. Create templates for:
   • Invoice Notes and Job Card Notes — save common notes so you don’t have to retype them each time.
   • Email and SMS Templates — for messages like vehicle collection reminders.
3. Add Customer Sources to track how customers find your workshop (e.g. Google, referral, drive-by).
4. Add Payment Methods. You can break these down as needed (e.g. separate Mastercard, Visa, Amex instead of one generic “Card” option). If using WorkshopPay, add it here — it is the only EFTPOS integration that automatically sends the payment amount to the terminal, receives the payment confirmation, and records the surcharge.
5. Set up Product Categories and Groups (availability depends on your subscription). Adding groups to products lets you break down sales reports by group for more detailed profitability analysis.

Adding Mechanics

Set up each mechanic or technician so they can be assigned to jobs and use the clock on/off feature.

1. Go to Settings > Admin Settings > Mechanics.
2. Press Add Mechanic and fill in:
   • First Name and Last Name
   • Mechanic Code — a short identifier
   • Cost Per Hour — used when the mechanic clocks on/off to calculate accurate labour costs
3. Set their Work Hours by pressing the clock icon and selecting start and end times. Press Persist to copy these times to all weekdays, then adjust Saturday, Sunday, or individual days as needed.
4. Press Save.

Service Advisors

Service advisors are optional and allow you to record which staff member handled each customer interaction.

1. Go to Settings > Admin Settings > Service Advisors.
2. Add each service advisor. Once set up, you can assign a service advisor to an invoice.
3. Service advisors can also be used to create Inspections and Inspection Checklists.

Managing Users

Workshop Software has two types of users: computer users (for desktop access) and mobile users (for the Workshop Software app).

1. Go to Settings > Admin Settings > Users.
2. To add a Computer User, press Add User. Additional computer users cost $19.99/month.
3. To add a Mobile User (free), press Add Mobile User and configure:
   • Show Mechanic Features — link the user to an existing mechanic for clock on/off tracking.
   • Active — mark as active and enter their email.
   • Limit Customer Information — hides emails, phone numbers, and addresses from this user.
   • Advanced User — allows adding products, inspections, and more. Most mechanics need this.
   • Show Pricing — lets the user see product and labour pricing.
   • Process Invoices — allows invoicing from the app (suited for supervisors or admin staff).
   • Limit Event Times — the mechanic only sees jobs assigned to them in the Booking Diary.
4. Press Save.

Staff Schedule and Roster

The schedule tells the Booking Diary what availability each mechanic has on each day.

1. Go to Settings > Schedule.
2. Click on any shift to adjust the start and end times.
3. To add a Public Holiday, click the Star icon. Manage or delete holidays with Manage Holidays.
4. To give a mechanic leave, use Set Unavailable Times and select the mechanic and dates.

FAQ

Do I need to set up everything before I can start using Workshop Software?
No. The essential settings are your Company Profile, Labour Line, and at least one Mechanic. You can configure reminders, templates, and other options as you go.

Can I change payment terms for individual customers?
Yes. The payment terms in Invoice Settings are the default. You can override them on any individual customer profile or invoice.

What happens if I don’t set a Labour Line?
The system will not be able to create bookings. This is a required field in Company Settings.

Can mechanics see customer contact details on the app?
Only if you allow it. The “Limit Customer Information” toggle on each mobile user hides emails, phone numbers, and addresses.

Related Articles

• Navigating Workshop Software
• How to Verify Your Email Address
• How to Add Your Business Logo to an Invoice
• Customise the Booking Diary

Also Explore

• SMS & Text Messages — Feature Overview
• Automated Service Reminders — Feature Overview
• Two-Way SMS Setup Guide
• Workshop University: Why SMS Updates Increase Customer Satisfaction