The workshop is not in the Service Provider list.

Add it under People › Suppliers with Supplier Type workshop, or check that its Is Active is on.

Can I record a service we did ourselves?

Yes. Add your own garage as a workshop supplier and use a payment type that fits, so labour and parts are still costed to the vehicle.

Docs · Maintenance · How-to

Record a service

You will have the workshop visit on the vehicle’s Maintenance History with its tasks and cost, the amount paid or owed to the workshop posted, and the odometer and km-based reminders updated.

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Record a service when the vehicle comes back from the workshop and you have the bill in hand. One record per visit, with one row per task done. The Service No is numbered automatically with the prefix set in Settings › Invoice Settings (VS by default).

Before You Start

The vehicle exists under Vehicles.
The workshop exists under People › Suppliers with Supplier Type workshop. Your own garage can be added the same way.
The tasks done exist under Settings › Service Tasks, and optionally a plan under Settings › Vehicle Services.
A Payment Type for how the bill was settled (cash, bank, card, or an unpaid type).

Steps

Open Vehicles › Vehicle Maintenance and click Add. If the service clears a reminder, use the build action on the reminder instead; it opens this form pre-filled.
Check the Service No and pick the Service Provider. Only workshop suppliers are offered.
Pick the Vehicle, enter the Service Date and the Odometer Reading at the time of the service. All three are required. The reading updates the vehicle and is the base for the next km reminder.
Choose the Payment Type and, if the bill shows tax, the Tax Rate.
Choose the Service plan if the visit was a planned service. The plan’s tasks are added as rows; add or remove rows as needed.
For each task row, confirm the Service Name and Task, and enter Labor and Parts. Sub Total per row and the Net Total are calculated.
Add Notes (what was found, warranty terms) and attach the bill under Maintenance Files.
Click Save.

Fields On This Screen

Field	What to enter	Required
Service No	Auto-numbered with prefix VS	Yes
Service Provider	Workshop supplier who did the work	Recommended
Vehicle	The vehicle serviced	Yes
Service Date	Date the work was done	Yes
Odometer Reading	Reading at the time of the service, in km	Yes
Payment Type	How the bill was settled	Yes
Tax Rate	Tax on the workshop bill	No
Service	The plan this visit fulfils	No
Task rows: Service Name, Task	What was done	At least one row
Task rows: Labor, Parts	Cost of labour and parts per task	Recommended
Sub Total, Net Total	Calculated	Calculated
Notes	Findings, warranty, next steps	No
Maintenance Files	The bill, photos, job card	No

What This Changes

A row appears on Maintenance History and on the vehicle profile’s Maintenance History tab with Service No, tasks, odometer, provider and Net Total.
The vehicle’s Current Odometer Reading is updated if the service reading is higher, and km-based reminders measure from it.
With a cash or bank Payment Type, the amount leaves that account. With an unpaid type, the workshop’s Current Balance and Amount to Pay go up until a supplier payment is recorded.
A reminder the service was built from is marked done and, where it has a frequency, the next due is set.
The Vehicle Maintenance Statement and the dashboard’s Vehicles Services Completed count include the service.

Tips

Record breakdown repairs too, with no plan chosen; they belong in the vehicle’s cost history.
Put the odometer in km as on the dashboard, not rounded; the next 10,000 km reminder is calculated from it.
If a parts shop billed the parts separately, record that as a purchase invoice and leave Parts blank here, so the cost is not counted twice.

Frequently asked questions

Need Help?

Chat with the NShine ERP support team on WhatsApp at +91 79950 87755, or ask from inside the app. Last checked 9 November 2026 against app.nshineerp.com.