Service Job Billing Process in DMS

Purpose

The Service Job Billing process in DMS is used to generate customer invoices and financial documents for completed workshop jobs. It ensures proper billing of labor, spare parts, other charges, warranty claims, insurance claims, internal utilization, and supplier debit note transactions.

The billing process finalizes the service transaction and enables dealerships to maintain accurate financial, taxation, warranty, and customer service records.

Service Job Billing Process

Navigation Path

Workshop → Service Job Cards

Overview

The Service Job Billing module allows dealerships to:

• Generate final customer invoices

• Create warranty and insurance bills

• Split charges based on job types

• Record payment modes

• Validate customer contact details

• Finalize workshop financial transactions

Important Pre-Requisite

Job Card Must Be Closed Before Billing

A job card can only be billed if it is in:

Closed and Unbilled Status

The system will not allow billing for:

• Open job cards

• Already billed job cards

Industry Standard:
Billing should only happen after workshop completion confirmation, final inspection, and complaint resolution verification.

Step-by-Step Process

Step 1: Open Service Job Card Module

1. Login to DMS.

2. Navigate to:

   Workshop → Service Job Cards

3. The Service Job Card Worksheet screen will open.
   

Step 2: Change Job Card Status Filter

By default, the worksheet displays:

• Open Job Cards

To perform billing:

1. Change the status filter to:

   Closed and Unbilled

2. The worksheet will now display all job cards eligible for billing.
   

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Step 3: Select the Job Card

1. Identify the job card that needs billing.

2. Click on:

   Action → Bill
   

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Step 4: Open Service Job Billing Screen

The Service Job Billing screen will open.

The following details are displayed automatically:

• Job Card Number

• Customer Name

• Vehicle Details

• Service Details

• Billing Information

• Job Type Split-Up
  

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Billing Information Section

Step 5: Verify Bill Date

• Bill Date is automatically set as the current system date.

This date represents the official invoice generation date. 

Step 6: Verify Technician Information

The technician name is automatically considered based on:

• The technician who closed the job card

This helps maintain service accountability and technician productivity tracking.

Payment Information

Step 7: Select Bill Mode

Choose the applicable payment mode.

Available options may include:

• Cash

• Credit

Industry Standard:
Payment mode classification helps dealerships maintain accurate financial reconciliation and receivable tracking.

Financial Split-Up Section

Step 8: Review Billing Split-Up

The system displays the complete financial breakup for the job card.

The breakup may include:

Customer Payable

Amount directly payable by the customer.

Internal Utilization

Charges borne internally by the dealership.

Debit Note on Supplier

Charges recoverable from suppliers.

Item-Wise Billing Summary

The system further classifies charges into:

• Spare Parts

• Labor Charges

• Other Charges

Each category displays:

• Total amount

• Tax amount

• Net payable amount

Step 9: Review Job Type Wise Charges

The billing screen supports multiple job types within a single job card.

Possible job types include:

• Paid

• Warranty

• Extended Warranty

• Internal Utilization

• Insurance

• Bill on Supplier

• AMC

• Goodwill Warranty

Industry Standard:
Separate billing by job type ensures accurate accounting, claim settlement, OEM reimbursement, and taxation compliance.

Customer Postponement Verification

Step 10: Update Customer Postponement Status

If the service advisor suggested additional repairs or maintenance which the customer postponed:

1. Update the postponement status.

Options may include:

• Yes

• No

Purpose of Postponement Tracking

This helps dealerships:

• Track declined recommendations

• Improve future upselling opportunities

• Maintain customer repair history

• Reduce liability for unperformed recommendations

Customer Contact Verification

Step 11: Verify Customer Contact Details

The billing screen includes a customer contact verification section.

Verify:

• Customer Name

• Phone Number

If No Changes Exist

1. Click on:

   Set As Reminder

2. Save the existing information.

If Contact Details Changed

Update:

• Correct customer name

• Updated phone number

Industry Standard:
Contact verification during billing ensures accurate future communication for:

• Service reminders

• Recalls

• Feedback calls

• Marketing campaigns

• Warranty communication

Step 12: Save Billing Information

1. Verify all information carefully.

2. Click on Save.

The system processes billing and generates invoices based on the job types performed.

Multi-Bill Generation Process

After saving, the system generates separate bills for each job type used in the job card.

Examples:

• Paid Bill

• Warranty Bill

• Insurance Bill

• Supplier Debit Note

• Internal Utilization Bill
  

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Paid Bill

Customer Invoice

The Paid Bill contains:

• Customer Information

• Vehicle Details

• Spare Charges

• Labor Charges

• Taxes

• Net Payable Amount

This invoice is issued directly to the customer.

Warranty Bill

OEM Claim Invoice

Warranty bills are generated for:

• OEM reimbursement

• Warranty claim processing

These bills are generally not customer payable.

Insurance Bill

Insurance Claim Invoice

Insurance bills are generated when:

• Accident repair jobs are performed

• Insurance job types are selected

The insurance payable portion is reflected separately from customer payable amounts.

Internal Utilization Bill

Dealership Internal Expense Billing

Internal utilization bills are used when:

• Dealer-owned vehicles are serviced

• Free-of-cost internal repairs are performed

These are generally accounted internally and are not customer payable.

Supplier Debit Note Bill

Supplier Recovery Billing

Generated when:

• Charges need to be recovered from suppliers

• Vendor liability exists

Step 13: Download and Print Bills

Each generated bill can be:

• Downloaded

• Printed

• Shared with customer or insurer
  

Important Billing Conditions

Billing Allowed Only After Job Closure

The system blocks billing if:

• Job card is still open

• Final inspection is incomplete

Multiple Bills Can Be Generated

One job card can generate multiple bills depending on:

• Job types used

• Payable party

• Insurance split

• Warranty applicability

Insurance Bills Generate Only for Insurance Jobs

If no insurance-related job types are used:

• Insurance bills will not appear

Industry Standard Best Practices

Verify All Charges Before Billing

Always verify:

• Labor charges

• Spare quantities

• Discounts

• Taxes

• Customer payable amount

before invoice generation.

Confirm Customer Approval

Ensure:

• Customer approval exists for additional work

• Insurance approval is received

• Warranty approvals are completed

before billing.

Maintain Billing Transparency

Clearly explain:

• Customer payable amount

• Insurance contribution

• Warranty coverage

• Discounts applied

to avoid billing disputes.

Ensure Accurate Taxation

Billing should comply with:

• GST rules

• OEM policies

• Insurance settlement norms

• Dealership accounting standards

Review Split Billing Carefully

In partial insurance or goodwill cases:

• Ensure correct percentage split

• Validate payable party mapping

Common Billing Scenarios

Process Summary

The Service Job Billing process helps dealerships:

• Finalize workshop transactions

• Generate customer invoices

• Process OEM warranty claims

• Process insurance settlements

• Maintain financial accuracy

• Improve billing transparency

• Ensure taxation compliance

Proper billing management is critical for workshop profitability, customer trust, OEM reconciliation, and financial auditing.