Repairs and specialist services: Invoicing software for watchmakers
Invoicing software for watchmakers that turns the completed service, components used and the owner's approval into an invoice, with differences visible before anyone settles up.
Where invoices stall for watchmakers.
For watchmakers the invoice often lives in three places: the owner's approval in an email, the replaced parts in the repair ledger and the price of an ordered part on the supplier's delivery note. Whoever takes payment at collection has to pull those together. An extra gasket needed during the service is easily forgotten. A part that cost more than the proposal said leads to a conversation at the counter. Jewellers who send in work would rather receive a consolidated invoice per period with details per watch, but that currently has to be assembled by hand.
Invoicing software for watchmakers
Example- 1
Collect the basis
DoneWhen a file is closed, the software puts the approved proposal, the recorded service and the components used together.
- 2
Weigh the differences
In progressDeviations from the proposal appear separately: a part without approval, a different part price, polishing that was or was not done.
- 3
Send the invoice
NextThe approved invoice goes to the owner with a payment link, or is settled at the counter on collection.
From finished work to paid invoice.
Collect the basis
When a file is closed, the software puts the approved proposal, the recorded service and the components used together. A revised proposal after a part price change is included with its new approval. Every invoice line can be traced to an approval or to work recorded in the file.
Weigh the differences
Deviations from the proposal appear separately: a part without approval, a different part price, polishing that was or was not done. The workshop owner chooses what happens with each. A small extra gasket might be waived; a pricier mainspring is discussed with the customer first.
Send the invoice
The approved invoice goes to the owner with a payment link, or is settled at the counter on collection. For jewellers, files are bundled per period with reference, service and parts for each watch. Reminders go out automatically, the payment status sits on the file and warranty terms appear on the invoice as you have set them.
Invoicing from the same software.
Most watchmakers currently take payment at the counter through a till system and invoice jewellers and business customers in a separate bookkeeping program. In the software the invoice comes from the file, for the private owner and for the jeweller, with numbering, VAT and payment status alongside. The file stays in charge of what was done. Purchase prices for parts are recorded with the order and never retyped. The bookkeeper looks along or receives an export.
Pay at collection or up front
Most owners pay at collection. For a full service with expensive parts ordered specially, some watchmakers ask for a deposit, especially from new customers. The software records that deposit and offsets it on the final invoice. You decide when a deposit is required, whether by amount, by type of part or by how well you know the customer.
Bill jewellers per watch or per period
Invoicing per watch is immediate and simple, but a jeweller who sends a lot of work ends up with a pile of invoices. A monthly consolidated invoice with an attachment per watch suits their admin better. You choose the format per jeweller and can change it later if their volume shifts or they ask for something else.
Part price from proposal or purchase
The proposal shows the expected part price, but the supplier may invoice differently. You can always charge the proposal price and absorb the difference, or pass it on with a fresh approval. The software shows the difference either way, so it is a deliberate choice and not something discovered when the margin looks thin.
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Read the storyWhat we set up for your invoicing.
Your rates per service and movement type, the warranty texts per type of service and the rule for deposits go into invoicing at the start, with payment link and automatic reminders. Before launch we go through a service that went exactly to plan together, and a file where a part cost more than estimated. Consolidated invoices for jewellers and the owner summary attached to the invoice can be switched on whenever you want.
View pricingSupport and updatesGood to know.
Explore pricing and optionsCan we still adjust the invoice before it goes out?
Yes, the invoice stays a draft until you approve it. A discount, a dropped line or an adjusted price is possible, with a short reason. That reason is kept, so you can see later why the invoice differs from the file.
What if the supplier charges a different price than expected?
The differences view shows that the purchase price departs from the proposal. You decide whether to absorb it or ask the owner for a new approval. Either way the decision is recorded against the file.
Do warranty terms appear on the invoice automatically?
Yes, if you set a warranty text per type of service. That text appears on the invoice and stays with the file. If the watch comes back, you see at once which warranty was given at the time and whether it still applies.
Do strap sales at the counter go through this invoicing too?
No, counter sales stay in the till system. Only straps or parts belonging to a file appear on that file's invoice. Counter sales stay simple and the repair invoice is complete, without any line showing up twice.
What often connects to this.
- Quotation software for watchmakersQuotation software for watchmakers that turns the movement assessment, required replacement components and the choice between minor and full service into a price proposal the owner can follow.
- Digital job cards for watchmakersDigital job cards for watchmakers in the form of a movement file: intake photos, readings before and after, replaced parts and test results kept together for each watch.
- Website for watchmakersA website for watchmakers that explains, movement type by movement type, what a full service, a minor service or a single repair involves, so owners understand why their watch has to be opened first.
Invoicing without chasing details.
Start with a short intake. Then we schedule a call to show the software with your services, team and way of working.
WhatsAppinfo@vorlyo.com Invoicing software for watchmakers: service and components from the file become the invoice, differences from the approval shown, payment link and reminders.
- Collect the basis
- Weigh the differences
- Send the invoice