Quotes & Invoicing Software for Auto Repair Garages
MekaDesk is the garage invoicing software that covers the entire pipeline: from client quote to paid invoice, via the repair order. Automatic numbering, multi-country VAT, PDF archive, e-invoicing readiness for the 2026-2027 mandates.
The Quote → Repair Order → Invoice Pipeline
A garage's daily life revolves around 3 documents:
- Quote — work estimate for client validation
- Repair Order (RO) — internal work order for the workshop, with client sign-off
- Invoice — issued once the work is done
MekaDesk manages the full pipeline: a quote can be converted to a Repair Order in one click, then to an invoice once the work is complete. Each document keeps traceability to the previous one (sourceQuoteId, sourceRepairOrderId fields).
Paper, Spreadsheet or Dedicated Software: the Comparison
| Notebook / Excel | MekaDesk | |
|---|---|---|
| Creating a quote | 10-15 min, manual layout | 2-3 min, ready-made template with your labor rates |
| Accepted quote → invoice | Everything retyped (risk of discrepancies) | One-click conversion, identical lines |
| Numbering | By hand, gaps and duplicates are common | Automatic and continuous, duplicates impossible |
| VAT | Computed line by line, frequent errors | Country default rates, automatic calculation |
| E-invoicing readiness | Not compliant | Factur-X: XML embedded in the PDF |
Multi-Country VAT for 10 Countries
VAT rates and labels adapt automatically to your garage's country:
- France (TVA), Belgium, Luxembourg, Netherlands (BTW)
- Germany (MwSt), Spain, Italy, Portugal (IVA)
- United Kingdom (VAT), Switzerland
PDF labels are automatically translated based on the country. You can add custom rates from the interface if needed.
Ready for the E-Invoicing Mandates (2026-2027)
In France the timeline is now set: from September 2026, every business must be able to receive electronic invoices; from September 2027, issuing becomes mandatory for SMEs. MekaDesk has anticipated this evolution:
- Level 1 (current) — Factur-X BASIC: PDF + embedded XML, PEPPOL-compliant
- Level 2 (upcoming) — Direct connection via Dematerialization Partner Platform (PDP)
Your invoices remain valid in standard PDF format for individuals, and automatically embed the XML metadata needed for business clients.
Automatic, Gap-Free Numbering
MekaDesk automatically generates quote, RO, and invoice numbers in the format you configured (e.g. FA-2026-0001). The engine parses the existing maximum to avoid any duplicate, even after document deletions.
If a duplicate is detected (multi-device sync), the number is automatically reassigned with a visible alert.
From the Workshop to the Client's Inbox
A quote is only worth something if it goes out fast. From MekaDesk, every quote or invoice exports as a professional PDF with your logo, legal details and signature, ready to print at the counter — or gets emailed in one click, with the PDF attached and a message in your garage's language.
The document is flagged "Sent on…" in your list, and if the client replies, the answer lands directly in your garage's own inbox. No more juggling between the software, the printer and the mailbox.
Frequently Asked Questions
What details must appear on a garage invoice?
The garage's identity and registration number, the client's details, the vehicle's plate number, the breakdown of parts and labor, VAT rate and amount, a sequential invoice number and the date. MekaDesk pre-fills these fields automatically from the client and vehicle files.
Can I turn an accepted quote into an invoice without retyping it?
Yes, in one click: the quote becomes a repair order and then an invoice, or an invoice directly. Lines, quantities, discounts and VAT are carried over identically, and each document keeps a trace of its origin.
How do I send a quote or invoice to the client?
Every document exports as a print-ready PDF, and can be emailed directly from MekaDesk: the client receives the PDF attachment and their reply lands in your garage's own email inbox.
Is e-invoicing really becoming mandatory?
Yes. In France, every business must be able to receive electronic invoices from September 2026, and issuing becomes mandatory for SMEs in September 2027. MekaDesk already generates Factur-X invoices (PDF with embedded XML) to stay ahead of the deadline.
If I delete an invoice, does the numbering stay correct?
MekaDesk always computes the next number from the existing maximum: duplicates are impossible, even after deletions or multi-device sync. If a conflict is detected, the number is reassigned automatically with an alert.