Capture
northline-10482.jpgCaptured from phone · Stored with invoice
Parts and vendor control
Keep every part and invoice connected
Keep orders, receiving, vendor invoices, returns, and credits connected to the repair. See what is late, what is owed back, and which leftover parts need a decision.
Phone to repair order
Scan the invoice instead of re-entering it
Photograph the vendor invoice or upload its PDF, including multiple pages. Review extracted lines against open purchase orders, then confirm what actually arrived before receiving parts and recording the invoice.
Extract
VendorNorthline OEM Parts
ReferenceNOP-10482
Part numbers3 found
Subtotal$893.60
Match and store
2 proposed matchesRO-1842 · 2023 Honda CR-V
1 line remains visible for review before it is confirmed.
Illustrative workflow and representative sample data. AutoHound attempts the match; uncertain lines stay visible for a person to review.
Shop-wide parts view
See the part that can stop production
Work needed, ordered, backordered, problem, and overdue parts across the shop. The Leftovers list shows parts no repair needs, with return deadlines and options to return, keep, or reuse them on another job.
One part history
Follow the part from order to credit
The estimate supplies the expected parts. Track purchasing and receiving, then follow returns by deadline and credits by age. Recorded credits reduce the right job's parts cost.
01Order
Create the purchase order against a real vendor with quantity and cost.
02Receive
Record exactly what arrived, including partial and over receipts.
03Return
Track returned parts and core deposits until the vendor credit is recorded.
04Invoice
Match what was billed to what the shop ordered and received.
Three-way match
Catch price and quantity mismatches before closeout
AutoHound compares the vendor invoice with the purchase order and receipt. A price difference, quantity difference, unreceived line, or uncertain match is called out for review instead of disappearing into the total.
- Photo scan the vendor bill to match and record what was ordered and received.
- Keep every saved receipt photo and vendor PDF in one place, tied to the matching purchase order and repair order.
- Preserve partial receipts, returns, cores, and credits.
Vendor and margin view
See which suppliers protect production and margin
Vendors are real records, so parts, purchase orders, invoices, and history roll up to the same supplier. Compare vendor reliability, keep vendor cost separate from the price billed, and see the parts margin the shop actually made.
Vendor reliability92% on time24 parts in period
Problems1 partWrong or damaged
Billed$18,940Estimate price
Parts margin30.7%$5,820 margin
Optional materials workflow
Track materials. Bill the gap.
Keep material use, insurer invoices, and shelf follow-up with the repair. Materials is off by default; an Owner or Admin can enable it in Settings > Materials.
01Start with the kit. Log the extras.
Build per-panel kits from your material list. The approved estimate supplies job quantities, and assigned technicians can log extras or flag a low shelf without seeing costs.
02Invoice the gap. Track the answer.
Prepare an itemized PDF for the amount not already covered by the estimate. Send it to the adjuster and track the response separately from money collected.
03Restock with the supplier in view.
See low and on-order stock, then prepare a stock purchase order for each supplier. Orders stay drafts until sent. Capture emailed supplier bills and record them to update pack costs.
How are materials charges calculated?
Set pack costs and separate markups for stocked items and recorded PPG mix costs. The invoice subtracts what the estimate already covers. Possible duplicate lines start excluded with a reason, and later supplements automatically reduce the uncovered amount. Suggestions from published procedures are a starting point, not prices; review any blank quantities.
What happens after an invoice is sent?
The PDF stays in Documents. Sending it by email or in an adjuster package, or marking it sent another way, creates an insurer receivable, not collected cash. Track Waiting, Paid in full, Partly paid, Refused, No answer after 90 days, or Needs a look, using recorded supplements and payments or a manual update. A repair waiting only on a materials invoice is not closed automatically.
Who can see materials costs and invoices?
An Owner or Admin enables Materials. Office users work the process within their permissions. Cost-restricted office users see the amount owed, but not costs, prices, or the invoice. Assigned technicians can record use and low-stock flags without seeing costs, prices, or invoices.
See the full part history
Follow a part from estimate to invoice
See parts, purchase orders, receiving, returns, vendors, and invoices stay connected in the demo.