User Guide

What Greezmate does

Greezmate keeps track of your customers, their vehicles, the work you do, and the money that comes in. Everything lives in one place, so nothing gets lost between the front desk and the workshop floor.

How work flows through the system

Most jobs follow the same five steps:

1. Quote — you price up the work and send it to the customer.
2. Job — the customer says yes, so the quote becomes a job card.
3. Invoice — the work is finished, so you raise the bill.
4. Payment — you record the money when it comes in.
5. Banking — you tick off payments against your bank deposits.

You do not have to start with a quote. If someone walks in, you can start at the job step and skip the quote entirely.

Who can do what

Your login decides what you can see. There are three levels.

A few things that are always true

• Nothing is ever really deleted. Records are hidden, not destroyed, so you can always find out what happened.
• Every change is logged, with who did it and when.
• Prices are in New Zealand dollars.
• GST is set once for your workshop in Settings → Tax. For New Zealand workshops this is 15%.
• Quote numbers look like QT-01-14. Invoice numbers are based on the job, so the first invoice for job 1042 is 1042-1.

Your first time

Your workshop admin sets up your account and gives you a temporary password.

1. Open the Greezmate web address your admin sent you.
2. Type your email address and the temporary password.
3. Click Sign In.
4. You are asked to choose your own password. Type it twice and save.

Your new password must have:

• At least 8 characters
• At least 1 capital letter
• At least 1 small letter
• At least 1 number
• At least 1 special character, such as ! or #

Every day after that

1. Type your email address and password.
2. Click Sign In.
3. If a security code is set up, type the 6-digit code from your phone.
4. You land on the Home screen.

If you forget your password

1. On the sign-in screen, click Forgot Password?
2. Type your email address and submit.
3. Check your email for a confirmation code.
4. Type the code and your new password, then save.

Security codes

Greezmate can ask for a 6-digit code from an app on your phone each time you sign in. This is called MFA. If your workshop uses it, you will be walked through the setup the first time you sign in.

The dark menu runs down the left-hand side. Click a heading to open it, then click the item you want. Your name sits at the very bottom.

The left-hand menu

The menu under your name

Click your name at the bottom of the left-hand menu. You get:

• Profile — your own name and password.
• Settings — your workshop's details. Workshop admins only.
• Sign Out — log out of Greezmate.

Getting back

Most detail pages have a back arrow in the top-left corner. Use that rather than your browser's back button, so you don't lose anything you were typing.

Home is the first thing you see after signing in. Each card answers one question. You do not need to read them all — pick the ones that matter to your job.

Money coming in

The workshop floor

Find a customer

1. Click Customer → Customers.
2. Type a name, phone number or email in the search box.
3. Click the row you want.

Add a new customer

1. Click Customer → Customers, then New Customer.
2. Type the Name. This is the only thing you must fill in.
3. Add anything else you have: contact person, address, phones, email.
4. Choose the Customer Type: Normal or Trade. A Trade customer must also have a Contact Person.
5. Tick Customer agrees to receive text messages if they have said yes (see below).
6. Click Save.

Text message consent

New Zealand law says you may only send marketing-style text messages to people who have agreed to them. The tick box on the customer form records that agreement. Greezmate also records the date and time the tick box last changed, and shows it on the customer.

What's on a customer's page

• Their details, which you can edit at any time.
• A money panel (below).
• Their vehicles — click one to open it.
• Their invoices.

The money panel

Take a payment before there is an invoice

Use this when a customer pays a deposit, or pays up front.

1. Open the customer.
2. Click Record Advance Payment.
3. Type the amount, pick how they paid, and set the date.
4. Add a note if it helps.
5. Click Record Payment.

The money shows up straight away as Available Credit on their account.

See every transaction for a customer

1. Open the customer.
2. Click View Ledger.
3. You get every payment and credit in date order, with a running balance.

Debtors — who owes you money

1. Click Customer → Debtors.
2. Search by name, phone or email if the list is long.
3. Click a row to open the customer.

The Add New Debtor button lets you pick a customer and record a payment against their account in one go.

Chase overdue invoices in one hit

1. Click Customer → Overdue Invoices.
2. You see every invoice past its due date, with how many days late it is.
3. Tick the invoices you want to chase, or tick the box in the header to select them all.
4. Click Send Selected and confirm.

Find a vehicle

1. Click Vehicle → Vehicles.
2. Search by rego, make or model.
3. Click the row you want.

Add a vehicle

1. Click Vehicle → Vehicles, then New Vehicle.
2. Type the Registration (Rego).
3. Pick the Make and Model from the lists. Start typing to search.
4. Add the year, VIN and colour if you have them.
5. Pick the Customer who owns it.
6. Click Save.

What's on a vehicle's page

• The vehicle's details, which you can edit.
• Every invoice raised against it.
• Its service reminders.

Service reminders

A reminder is a note that this vehicle is due for a WOF or a service on a certain date. A vehicle can have more than one.

Add a reminder

1. Open the vehicle and scroll to Service Reminders.
2. Click Add Reminder.
3. Pick the Reminder Type: WOF or Service.
4. Pick the Interval: 6, 12 or 36 months.
5. Set the Due Date.
6. Add the odometer reading and a note if you want.
7. Click Save.

Old reminders are switched off rather than deleted. Click Show Inactive to see them.

The quick prompt after a payment

When you record a payment on an invoice that has a vehicle on it, Greezmate offers to book the next service date there and then. Fill it in, or click Skip / Not now.

What's due soon

1. Click Vehicle → Service Dues.
2. You see every vehicle with a WOF or service due in the next 7 days, with the customer's name and mobile number.

Makes and models

Vehicle → Vehicle Makes and Vehicle Models hold the lists you pick from when adding a vehicle. Add to them as your customer base changes.

Job templates (kits)

A job template is a saved set of parts and labour for a job you do often — an oil service, a brake pad change. Drop the whole template onto a job in one click.

Build a template

1. Click Job Templates (Kits), then New.
2. Type a Keycode, such as OIL-SERVICE-COROLLA. This must be unique.
3. Type a Name people will recognise, such as Oil Service — Toyota Corolla.
4. Add a description, the total cost and a discount percentage if it applies.
5. Add your items: parts, services and any notes.
6. Click Save.

Tick Summarize on invoice if you want the template to print as one line on the invoice instead of every item separately. Invoice Text is what that line says.

Labour categories

Labour categories are your types of work — Mechanical, Electrical, Panel Beating — with an hourly cost and an hourly charge-out rate.

1. Click Job Templates (Kits) → Labour Categories.
2. Click New.
3. Fill in the code, name, hourly cost and hourly charge.
4. Tick Allow Discount if staff may discount this kind of work.
5. Click Save.

Quote statuses

Write a quote

1. Click Jobs & Quotes → Quotes, then Add Quote.
2. Pick the Customer. Start typing to search.
3. Pick the Vehicle. Only that customer's vehicles show up.
4. Add a short Description of the work.
5. Set an Expiry Date so the quote doesn't hang around forever.
6. Add your lines in the Quote Items box (see Jobs, section 09 — it works exactly the same way).
7. Check the subtotal, GST and total.
8. Click Save.

Send it to the customer

• Email Quote sends a PDF to their email address. If they don't have one on file, Greezmate asks you to type one in.
• Print gives you a PDF you can print or save.

Record their answer

On a PENDING quote, click Accept or Decline.

Turn an accepted quote into a job

1. Open the ACCEPTED quote.
2. Click Start Job.
3. Pick the Technician who will do the work.
4. Click Start Job to confirm.

Every line from the quote is copied onto the new job. The quote moves to JOB CREATED, and a View Job button takes you straight there.

Job statuses

Create a job

1. Click Jobs & Quotes → Jobs, then Add Job.
2. Pick the Customer, the Vehicle and the Technician. All three are required.
3. Pick the Job Source — how the work came in.
4. Type the Odometer Reading.
5. Add Notes (visible on invoice) for anything the customer should see.
6. Add Internal Notes for anything they shouldn't. These never print.
7. Set a start and end date if you are scheduling ahead.
8. Add your job lines (below).
9. Click Save.

Adding lines to a job

The Job Items box has four buttons down the right-hand side.

For each line you set:

• Description — what it is.
• Quantity — how many, or how many hours.
• List Price — the price for one.
• Discount — money off this line, in dollars.

The line total works itself out. Under the list you get the subtotal, the GST and the total.

Using a job template

1. Click Job Kit.
2. Type the code or name to search, and pick the template.
3. Check the items it will add.
4. Click Add Items.
5. Change quantities or prices afterwards if you need to.

Finishing a job

Two ways, depending on how you work:

• Complete & Invoice — marks the job Done and raises the invoice in one click. Use this most of the time.
• Or set the job to Done now, then click Generate Invoice later when you are ready to bill.

Once invoiced, a View Invoice button appears on the job.

Job sources and technicians

• Jobs & Quotes → Job Sources — the list of ways work arrives (phone, walk-in, online). Switch off any you no longer use.
• Jobs & Quotes → Technicians — your team. Technicians can be put on a whole job or on single lines.

Invoice statuses

Find an invoice

1. Click Invoice → Invoices.
2. Search by invoice number or customer, or filter by status.
3. Click the row.

What's on an invoice

• Customer, vehicle and technician.
• Invoice date and due date. You can change the due date while it is PENDING.
• The job it came from — click to jump back.
• Every line, with list price, discount and line total. These cannot be changed.
• Subtotal, total discount, GST, total, amount paid and balance due.
• Payment history.

Record a payment

1. Open the invoice and click Record Payment.
2. Type the Amount. This can be part of the bill.
3. Pick the Payment Method: Cash, Credit Card, Debit Card or Bank Transfer.
4. Add a Reference or receipt number if you have one.
5. Click Record Payment.

Pay part of it and the invoice shows PARTIAL. Pay the rest and it flips to PAID. If the vehicle is on file, Greezmate then offers to book the next service date.

Send the invoice out

• Email Invoice sends a PDF to the customer. If they have no email on file, Greezmate asks you for one.
• Print gives you a PDF with your workshop's details, GST number and payment instructions on it.

Fixing mistakes

Greezmate never deletes an invoice or a payment. It reverses them, so the paper trail stays intact.

Payment recorded by mistake

1. Open the invoice and scroll to Payment History.
2. Click the undo arrow on the payment's row.
3. Check the details shown.
4. Type a reason — at least 5 characters.
5. Click Reverse Payment.

The payment is marked REVERSED, the money comes off the customer's account, and the invoice may go back to PENDING if it is no longer fully paid.

Invoice raised by mistake, nothing paid yet

1. Open the invoice and click Cancel Invoice.
2. Type a reason.
3. Click Undo Invoice.

The invoice is cancelled and the job goes back to Done so you can fix it.

Invoice raised by mistake, already paid

1. Open the invoice and click Credit & Cancel.
2. Type a reason.
3. Confirm.

Everything they paid becomes credit on their account, the invoice is cancelled, and the job goes back to Done.

Recording a payment in Greezmate says you took the money. Banking says the money actually reached your bank account. Do this once a day.

The two tabs

Doing the daily reconciliation

1. Click Invoice → Banking.
2. Stay on the Pending Banking tab.
3. Set the Payment From and Payment To dates, then click Search.
4. Compare the list with your bank statement.
5. Tick the payments that have landed. The running total and GST are shown above the list.
6. Click Bank Selected and confirm.

Banked payments move to the Banked Payments tab, stamped with the date and who banked them.

Every report works the same way: pick your dates, click Load Report, then Print if you want it on paper.

Workshop Summary

How the workshop performed over a period: jobs by status, invoices raised and paid, average job value, and money collected by payment method.

Quick buttons give you This Month, Last Month and Last 3 Months.

Debtor Audit Trail

Every invoice raised and every payment received, in date order, for a period. Use it when you need to prove what happened. It shows total invoiced, total received, and the difference.

Debtors Aged Trial Balance

Who owes you what, as at a date you choose, grouped into Current, 30, 60 and 90+ days. Click any customer to drill into their individual invoices, with days overdue on each.

Payments

The payments report lists every payment in a date range, filtered by method, with totals and GST, and whether each one has been banked. It is the report to use for the daily cash-up.

The Notifications page

Click Customer → Notifications. There are two tabs.

Reading the Sent tab

Common skip reasons, in plain English:

Switching automatic reminders on

Go to Settings → Notification and turn on Auto-send WOF/Service reminders. Greezmate then messages customers 7 days before a WOF or service is due, overnight.

Asking for a Google review

Paste your Google review link into Settings → Notification. After that, when you record a payment, you get the option to send the customer a review request.

Sending reminders by hand

1. Click Vehicle → Service Dues.
2. Tick the vehicles you want to remind. Rows with no email and no mobile number cannot be ticked.
3. Click Send Reminders.

Check the Sent tab on the Notifications page to see the result.

Workshop settings

Settings opens on four tiles. Click a tile to open that group. Change what you need, then click Save. Cancel undoes your changes. Use the back arrow to return to the tiles.

Basic

• Name (required), Trading As, Phone, Email and Address.
• Time zone — decides which day a payment or invoice belongs to in reports and date filters. Only Greezmate staff can change it. Contact support if it is wrong.

Tax

• Prices include GST or Prices exclude GST — pick how you price your work.
• GST Rate (%) — for New Zealand workshops this is 15.00.
• GST Number — prints on invoice PDFs.

Banking

Payment instructions is free text printed near the invoice total. Put your bank account, account name and what reference to use. It can be up to 1000 characters.

Notification

• Auto-send WOF/Service reminders — turn this on to have Greezmate message customers 7 days before a WOF or service is due.
• Google review link — paste the link customers should follow to leave you a review. It must start with http:// or https://. Without it, review requests cannot be sent.
• SMS sent this month — how many text messages your workshop has sent this calendar month.

Your profile

Click your name at the bottom of the menu, then Profile.

• Change your display name.
• See your email address and your role.
• Change your password.

I can't change the lines on a job.

The job is probably Done or Invoiced. Lines lock at that point. If the invoice hasn't been paid, cancel it — the job goes back to Done and you can work on it again.

I recorded a payment on the wrong invoice.

Open the invoice, find the payment in Payment History, click the undo arrow and give a reason. Then record it against the right one.

The customer paid too much.

Record the full amount. The extra sits on their account as Available Credit and comes off their next invoice.

I can't email a quote or invoice.

The customer probably has no email address saved. Greezmate will ask you to type one in — but it is better to add it to their record so it's there next time.

A customer isn't getting reminders.

Check Customer → Notifications → Sent. The skip reason will tell you why. Usually it is a missing email or mobile number.

Where do I find Settings?

Click your name at the very bottom of the left-hand menu. You need to be a workshop admin to see it.

I deleted something by accident.

Nothing is really deleted, so talk to your workshop admin. Cancelled jobs are the one exception — those cannot be brought back.

Why is Unbanked Payments not zero?

Money has been taken but not matched to a bank deposit yet. Go to Invoice → Banking and work through the Pending Banking tab.

Work through these in order. Tick each one off as it passes, and write down anything that doesn't behave the way you expect.

1. A job from start to finish

1. Add a customer with a name, mobile number and email.
2. Add a vehicle for them, with make, model and rego.
3. Write a quote for that vehicle with at least two lines.
4. Email the quote to the customer.
5. Accept the quote.
6. Click Start Job and pick a technician.
7. Add one more line to the job.
8. Click Complete & Invoice.
9. Record a full payment.
10. Check the invoice shows PAID.

Expect: no errors, invoice PAID, and the payment showing in the customer's ledger.

2. Paying in two goes

1. Find or create a PENDING invoice.
2. Record a payment for less than the total.
3. Check the status shows PARTIAL.
4. Record a second payment for the rest.
5. Check the status shows PAID.

3. Undoing a payment

1. Open a PAID invoice.
2. In Payment History, click the undo arrow on a payment.
3. Type a reason and confirm.
4. Check the payment shows REVERSED.
5. Check the invoice has gone back to PENDING.

4. Cancelling a paid invoice

1. Open a PAID invoice.
2. Click Credit & Cancel and give a reason.
3. Open the customer's page.
4. Check their Available Credit has gone up by the invoice total.
5. Check the job has gone back to Done.

5. Booking a service reminder

1. Open any vehicle.
2. Add a WOF reminder due inside the next 7 days.
3. Go to Vehicle → Service Dues.
4. Check the vehicle is in the list.
5. Go to Customer → Notifications → Upcoming and check it is there too.

6. Chasing overdue invoices

1. Go to Customer → Overdue Invoices.
2. Check the list matches the Overdue Invoices card on Home.
3. Tick one invoice that has an email address.
4. Click Send Selected and confirm.

7. Banking a day's takings

1. Make sure at least one invoice has been paid in cash.
2. Go to Invoice → Banking.
3. Check the payment is under Pending Banking.
4. Tick it and click Bank Selected.
5. Check it has moved to Banked Payments.
6. Check the Unbanked Payments card on Home has gone down.

8. Reading the debtors report

1. Go to Reports → Debtors Aged Trial Balance.
2. Pick a date and run the report.
3. Click a customer row.
4. Check you see their individual invoices with days overdue.