Industry playbook
Auto parts shops & garages
How auto parts shops and garages automate part tracking, job billing and GST with hisabkitab
Consider a multi-brand car and two-wheeler spares shop with an attached workshop. The counter sells parts to mechanics and walk-in customers, the workshop bills service jobs with parts and labour, and a few local fleet operators run on monthly credit.
See hisabkitab for Auto parts shops & garages →
The challenges
Part numbers, job cards and the margin in between
The right part for the right vehicle
The same brake pad comes in different part numbers for different models and years, with OEM and aftermarket equivalents. Counter staff rely on memory or a catalogue, wrong parts get fitted or returned, and stock of near-identical items gets mixed up.
Parts and labour on one bill
A service job combines spares, consumables and labour. Billing them separately or bundling labour into parts confuses tax and hides how much the workshop actually earns from labour versus parts.
Job cards that never become invoices
Vehicles come in, work is done, extra parts are fitted after a phone call, and the final bill is made from a mechanic's handwritten note. Parts used but not billed are simply lost.
Thousands of slow-moving SKUs
Spares inventories are wide and deep, and many parts move only a few times a year. Money gets locked in parts for models no longer common on local roads.
Fleet and insurance credit
Fleet operators pay monthly, and insurance jobs are partly paid by the insurer after approval. Tracking what each party owes on which vehicle needs more than a ledger notebook.
A day in the life
A day before vs after hisabkitab
Before
Counter staff look up part numbers in a paper catalogue or from memory.
Mechanics write job notes on paper; the bill is made at delivery from those notes.
Labour and parts are lumped together on the bill.
Fleet dues are calculated at month-end from a stack of job slips.
With hisabkitab
Each part carries Part No, OEM No and Vehicle Model fields, and on Advanced, scanning barcode labels speeds up the counter.
An estimate is raised when the vehicle arrives and converted into the final invoice with added parts.
Labour lines are billed as services, so parts margin and labour income show separately.
Vehicle number and odometer sit on each bill; fleet ledgers show dues by vehicle.
Solutions
How hisabkitab solves it
Wrong part, wrong vehicle
Custom Field (Item Level): Part No / OEM No / Vehicle Model + Print Barcode
Store part number, OEM cross-reference and compatible models on each item. Search by any of them at the counter, and print barcode labels for each bin; on Advanced, staff scan them at the counter so the right part is billed every time.
Job cards lost before billing
Estimate/Quote → Sales invoice
Raise an estimate when the vehicle comes in, add parts as work progresses, then convert it into the final invoice. Nothing fitted gets forgotten.
Parts vs labour
Separate service items + Item-wise Profit Report
Create labour charges as service items with SAC codes. Item-wise profit then shows parts margin and labour income separately.
Vehicle history
Custom Field (Transaction level)
Capture vehicle number, model and odometer on every bill. Search the vehicle number to see its full service history before quoting.
Slow-moving stock
Least Selling Items Report (Advanced) + 4-level grouping
Group Vehicle make → Model → System (Brakes) → Part. Spot slow movers and stop re-ordering parts for models that rarely come in.
Fleet and insurance dues
Customer Outstanding + Auto-payment reminder
Bill fleet jobs to the operator's ledger and track insurance shares separately. Reminders go out automatically on due dates.
Workshop and counter on one system
Multi-user + Mobile app
Counter staff and the workshop desk bill into the same company in real time, so a part sold at the counter is never promised to a vehicle in the workshop.
Inside the software
Built for your books
Custom formula example
4-level grouping
Items: Car → Make A → Model X (2019-23) → Brakes → Front pad. Customers: Type (Fleet / Retail / Mechanic) → Area → Salesman → Party.
Reports you’ll use
Item-wise Profit Report · Stock Summary · Least Selling Items Report · Customer Outstanding Report · Invoice-wise Sale Report · GST Report
Compliance notes
Most auto parts moved from the highest slab to 18% in the September 2025 rationalisation, and repair and maintenance labour is a service with its own SAC code and rate, so keep parts and labour as separate lines. Insurance and fleet customers who are registered need their GSTIN on the invoice to claim credit. Confirm rates for tyres, batteries and lubricants by HSN as they can differ.
Recommended plan
The plan that fits
Boost
₹4,999/year, exclusive of 18% GST (or ₹9,999 for 3 years)
Item-level Part No, OEM No and Vehicle Model fields, barcode labels and transaction fields for vehicle number are on Boost, which suits most parts shops with a workshop. Dealerships with showroom, service and spares, multiple branches, or a need for barcode-scanner billing at the counter should choose Advanced.
FAQs
Frequently asked questions
Can I search parts by OEM number or vehicle model?
Yes. Store Part No, OEM No and Vehicle Model as item-level custom fields on Boost. Staff can find the right part whichever reference the mechanic or customer gives, and barcode labels on the bins, scanned at the counter on Advanced, make sure the part picked is the part billed.
How do I bill a service job with parts and labour?
Raise an estimate when the vehicle arrives, add parts and labour lines as the job progresses, then convert it into the final invoice. Labour is set up as a service item with its SAC code, so the tax on parts and labour is applied correctly on the same bill.
Can I see a vehicle's service history?
Yes. Capture vehicle number, model and odometer reading as transaction-level fields on every invoice. Searching the vehicle number brings up every past bill, which helps you quote correctly and remind customers about the next service. Past bills also show which parts were replaced and when.
How do I find parts that are not moving?
Group items by make, model, system and part to see stock in context. On Advanced, the Least Selling Items Report ranks slow movers directly, so you can return them to the supplier, discount them, or stop re-ordering before more money gets locked up.
Can fleet customers get a monthly statement?
Yes. Bill every job to the fleet operator's ledger with the vehicle number on each bill. The ledger and outstanding reports give a clean monthly statement, which you can share as PDF, and Auto-payment reminders follow up on the due date.
Right part, right bill, every job
Book a demo and we will set up part numbers, vehicle fitment fields and an estimate-to-invoice flow for your workshop.
