Add your first customer, vehicle and job

Put one real job through Mechanics Hub: add the customer and vehicle with a reg lookup, book the job, fill in the job sheet and raise the invoice.

3 min read

The quickest way to learn Mechanics Hub is to put one real job through it. Here is the path from a phone call to an invoice, and what happens automatically along the way.

1. Add the customer and vehicle

Open Customers from the sidebar and add the customer's name and phone number, plus their email if you'll send invoices by email.

Type the vehicle registration and run the lookup. It fills in the details DVLA holds, such as make, colour, fuel type, year, tax status and MOT expiry, so you are not typing them by hand. If you know when the car was last serviced, add that date too.

When you save, Mechanics Hub creates the reminders for you: an MOT reminder from the MOT expiry date, and a service reminder 12 months after the last service date.

  • Type the reg and run the lookup to fill the vehicle details.
  • The MOT expiry date sets up the MOT reminder.
  • The last service date sets up the next service reminder.

2. Book the job

Go to Jobs and create a job for that customer and vehicle. Use Save & Print Sheet if you want a printed job sheet for the bay straight away.

If the saved MOT expiry date is within 30 days, you'll see a warning while booking the job in, which is a good moment to offer the MOT.

3. Fill in the job sheet

Open the job sheet and record the customer's complaint or request, your diagnosis, the work carried out and any technician notes. Add parts and labour lines as you go, and tick road tested and ready when the car is done.

If the work needs the customer's go-ahead, you can send them a one-time approval link from the job sheet. See the job sheet guide for details.

4. Raise the invoice

When the work is finished, create the invoice from the job sheet. The customer, vehicle and line items carry across, so nothing is retyped, and any stock parts come off your stock count.

From the invoice you can send it to the customer by email, download the PDF, and copy a card payment link if you've connected Stripe.

FAQ

The reg lookup did not find the model.

DVLA returns the make but not always the model, so Mechanics Hub also checks MOT history for it. If it is still missing you can type the make and model in yourself, the rest of the details still fill in.

Do I need the customer's email?

Only if you want to email invoices from Mechanics Hub. You can still print or download the invoice PDF without one.

Ready to try it?

Put a real job through Mechanics Hub on a 14-day free trial, no card needed.