Quotes, invoices, payments, VAT – handled properly.
You didn’t open a garage to do bookkeeping. But sloppy finances mean chasing payments, VAT surprises, and hours lost to spreadsheets. Torqueflow handles the financial side cleanly so you can see where your money is, who owes you, and what you owe – without hiring a bookkeeper.
From work orders
Online & at the desk
Two-way, live
Bills, parsed
Quarterly ready
What it does
Torqueflow runs the money side of your garage from quote to payment to ledger. Sales and purchase invoices generate from the work itself. Customers pay online by card or in person on a card terminal. Bills get scanned in by AI instead of typed by hand. Everything syncs to Xero so your accountant sees the same numbers you do.
Why this matters
A typical Monday for Steve: the figures don’t add up.
There’s an invoice he forgot to send. A payment that came in but wasn’t recorded against the right job. A parts order sitting on his credit-card statement that never made it into the accounts.
The problem isn’t that Steve’s bad with numbers. It’s that his current system – a mix of paper invoices, a spreadsheet, and whatever his accountant asks for at year-end – has too many gaps for things to fall through.
Torqueflow closes those gaps. Invoices generate from work orders. Payments record against the right customer. VAT calculates automatically. Bills get scanned by AI instead of typed by hand. Everything syncs to Xero so your accountant sees the same numbers you do.
↳ Money coming in
Quote, invoice, get paid – without retyping anything.
When a job is complete, an invoice generates from the work order. The customer pays online or at the desk. The payment lands back against the invoice. No reconciliation marathon at month-end.
01 — Sales invoices
From completed job to branded invoice in one click.
When a work order is signed off, Torqueflow generates the invoice automatically. Labour, parts, additional charges, VAT – all itemised, all calculated, all branded to your garage. Email it, print it, or send it to the customer’s portal. Once it’s paid, the PDF re-labels itself as a Receipt automatically.
Dual-copy PDFs (60-4)
Switch on dual-copy in Settings to produce two-page printouts – one badged “Customer Copy”, one “Office Copy”. Portal customers still get a single clean copy.
02 — Online & in-person payments
Stripe Pay Now in their inbox. TakePayments terminal at the desk.
Connect Stripe in a few clicks and add a Pay Now button to every invoice. Send the customer a link by email or SMS – they tap it, pay on Stripe-hosted checkout, and the payment lands back against the invoice. No retyping, no reconciling.
For in-person payments, TakePayments card terminals (PAX A920 Pro or Ingenico Move 5000) work over WiFi or 4G straight from your TakePayments merchant account. Charge an invoice in Torqueflow, the terminal prints the receipt, the payment posts itself.
Statement payment links
Bill several invoices in one go – a single link pays them all and allocates oldest first.
03 — Customer statements
Per-customer or all-outstanding, in one click.
Generate a per-customer statement showing every invoice and payment in a date range, plus aging buckets (Current / 30 / 60 / 90 / 120+). Download as PDF, export as CSV, or email it to the customer with the PDF attached.
There’s a bulk All Outstanding view too – one click, every customer with money owed. Pair it with a statement payment link and they can settle the lot in a single Stripe checkout.
04 — Credit notes & voids
Mistakes happen. Refunds and reversals leave a clean trail.
When you owe a customer money back, issue a credit note for specific lines or quantities. If they paid by Stripe, refund their card in the same step. The credit note carries its own number, its own PDF, and its own audit trail. Voiding a credit note adjusts the books but never reverses a Stripe refund — you can’t accidentally double-refund.
Created the wrong invoice? Wrong customer? Duplicate? Void it. Voided invoices stay on file with a “VOID” badge and watermark, drop out of every total and report, and free up the work order so you can re-invoice to the right party. Once an invoice has any payment recorded, the void option is gone – use a credit note instead.
↳ Money going out
Stop typing supplier invoices in. Send them in instead.
Every supplier bill logged against the right supplier and the right job. AI extracts the lines, you review and confirm. Disposal levies and environmental fees apply themselves.
05 — AI purchase invoice scanning
Forward an email. Drop a PDF. Snap a photo.
Send supplier invoices straight to a dedicated <you>@scan.torqueflow.app address, drag-and-drop a PDF on the desktop, or snap a photo with your phone.
Torqueflow’s AI extracts the supplier, document number, dates, totals, and every line item. You review on a side-by-side screen – source preview on the left, extracted form on the right – and confirm. Suppliers and parts that aren’t in your records can be created from the same screen, no detour.
Forward PDFs
Desktop upload
Phone capture
06 — Purchase invoices & disposal fees
Two columns, two trails – and levies that apply themselves.
Every supplier bill gets an internal PI reference (e.g. PI-00042) auto-assigned in your sequence, alongside whatever number the supplier put on their document. Two columns, two trails. Find any bill in seconds.
Tyre disposal, oil disposal, refrigerant levies – configure them once in Settings, link them to a part category, and they apply automatically when you generate the invoice. Multi-tyre invoices get the right multiplier. The customer-facing description appears on the PDF as a smaller sub-line so customers know what they’re paying for.
↳ Quotes & customer terms
Quote from a finding, or quote from scratch – and price it the way you actually price.
07 — Quotes from inspection findings
Findings become quote lines – with severity, photos, prices.
When Dave finds additional work during an inspection, those findings become quote lines – complete with descriptions, severity badges, photos, and prices. Chloe reviews and sends the quote. The customer approves or declines individual items from their portal, WhatsApp, or over the phone. Approved items convert to work-order lines automatically.
08 — Standalone quote builder
Quote work that’s not tied to an inspection.
Sometimes a customer rings asking for a price on a job you haven’t inspected yet. Use the standalone quote builder at Finance → Quotes. Build the quote (parts + labour + ad-hoc lines), send a branded PDF and a portal link, the customer accepts from their phone. One-click conversion to a work order when they’re ready.
09 — Customer account types & payment terms
Walk-ins pay on collection. Account customers get terms.
Torqueflow lets you mark a customer as Standard (pay on collection) or Account (Net 14, Net 30, whatever you set), with optional per-customer overrides. Account upgrades go through a request-and-approve flow so Service Advisors can request, but only Owners and Managers approve. Invoice due dates flow from the customer record automatically.
↳ Accounting & integrations
Your accountant sees the same numbers you do, live.
Two-way Xero sync. Reports your accountant actually wants. Pricing rules, labour codes, and branded templates configured once and applied everywhere.
10 — Xero integration
Connect once. Sales, purchases, and payments flow both ways.
Connect Torqueflow to Xero in one click. Sales and purchase invoices flow into Xero automatically as you create them. Customer payments recorded in Xero flow back into Torqueflow within a few minutes. New customers and suppliers appear in Xero’s contacts. No CSV imports, no end-of-month reconciliation marathons.
Set up an accountant contact for immediate alerts when something fails to sync, and a bookkeeper for a daily / weekly / monthly digest.
11 — Financial reports
The reports you actually need, generated on demand.
Pull sales, purchases, VAT, debtors, creditors, and technician commission. Export in CSV (detailed format or generic 13-column ledger), or download as PDF.
Sales Report
£48,220
October revenue
▲ 12% vs September
Purchases
£19,447
Outgoings by supplier
▼ 4% vs September
VAT return
£5,755
Q3 2026 net payable
Filing ready
Debtors
£4,120
Outstanding receivables
2 over 60 days
Creditors
£2,880
Due to suppliers
Next due 28 Nov
Technician commission
£1,840
Paul, Oct labour share
CSV export ready
12 — Labour pricing & markup
Price the way your garage actually prices.
Labour codes – hourly or fixed-price (e.g. “Van Service – £129”). Each carries its own VAT rate, taxable flag, and nominal code, so MOT testing can be zero-rated and a cosmetic detail can be standard-rated, without thinking about it again.
Labour rates – per-technician or flat. Parts markup – default percentages applied automatically with per-line override. Discount rules – customer-level or job-level, trade vs retail. Configure once, applied everywhere.
13 — Invoice templates & branding
Looks like your garage, not like a software package.
Logo, colours, address, registration and VAT numbers, payment terms, bank details, custom footer text. Set it up once and every invoice that leaves your system looks consistent – whether emailed, viewed in the portal, or printed at the desk. Dual-copy PDFs available for the front desk.
The real difference
Most garage systems bolt on basic invoicing as an afterthought.
Torqueflow builds finance into the workflow. A job doesn’t just generate an invoice – it carries the full financial picture from quote to payment, syncs to Xero so your accountant sees it live, and tracks every cost along the way.
When your accountant asks “what was your parts cost ratio last quarter?”, you don’t shrug. You pull the report.
Frequently asked
Things people ask before they switch.
Quick summary
The one-page version.
|
What |
How |
|---|---|
|
Sales invoices |
Generated from completed work orders. Re-label as Receipt once paid. Optional dual-copy PDFs. |
|
Purchase invoices |
Internal PI reference + supplier number, linked to jobs. |
|
AI invoice scanning |
Email, upload, or snap. AI extracts the lines, you review and confirm. |
|
Online card payments |
Stripe Pay Now and statement links + TakePayments card terminals. |
|
Customer statements |
Per-customer or all-outstanding, PDF / CSV / email, with aging buckets. |
|
Credit notes & refunds |
Cancel mistakes when no payment exists. Frees the work order. |
|
Void invoices |
Online via Stripe/PayPal, or recorded manually at the desk |
|
Quotes |
Inspection-findings approval AND standalone quote builder. |
|
Customer account types |
Standard or Account, with per-customer payment-term overrides. |
|
Disposal fees |
Auto-applied per part category. Tyre, oil, refrigerant. |
|
Xero integration |
Two-way sync of invoices and payments. 50 credits/month. |
|
Reports |
Sales, purchases, VAT, debtors, creditors, commission. CSV exports. |
|
VAT |
Per-line, per-code, with zero-rated MOT and override flexibility. |
|
Branding |
Custom templates and dual-copy PDFs. |
Stop doing bookkeeping.
Start running your garage.
Invoices from jobs. VAT done for you. Payments reconciled automatically. Reports your accountant will thank you for.