Settings that change work and customer documents

Everything below is reached from Settings — the gear at the foot of the rail. It lists every settings screen in six groups (Shop, Money, Pricing, Work, Customers and messages, Connections), each with a line saying what it does, and a search box over the lot. Once you are inside, the same grouped column stays down the left so you can move between screens without going back. A screen your role cannot open is still listed, with the reason and who to ask.

These screens need shop-settings access. They change future pricing decisions or the next time a customer opens a document; they do not silently rewrite a ticket's frozen money or complete a checklist on anyone's behalf.

Ten other screens ask an owner or a manager to keep a second factor before they open: Accounting sync, API and webhooks, Commission schemes, Email, Integrations, Payroll settings, Security (your passkeys), Support access, Text messaging and Voice provider credentials. While no passkey or authenticator is on your account, each of those rows says so on the index — so you find out before you press it rather than by landing on a setup page. Set up an authenticator in Settings > Two-factor authentication, or keep a passkey on your account, and the note goes from all ten. Nothing in this article is one of them.

Pricing matrices

Open Settings > Pricing matrices. Pick the Shop default, or create a named matrix for another pricing policy. Each band has a cost ceiling and markup percentage; the editor shows the computed margin and lets you try an example part cost before saving. Use an asterisk for the final ceiling so higher-cost parts still have a price.

Under the picker are the shop's own bands — what every part prices through when no named matrix is the default. They used to be edited in a box on the parts page; they are here now, in the same band grid, so a markup is changed in one place. Parts still prints them in its Pricing matrix panel with a link back here, because what the Retail column is priced from is worth reading beside the shelf.

A part line already on a repair order keeps the price it was quoted at. Choosing another default changes later pricing, not that line. A customer-specific matrix, when one is assigned, wins over the shop default — and you assign one on that customer's own record: open their Customer info tab and use Change matrices under Pricing and labor matrices. The same group carries the labour matrix. Leave either on the shop's default and the account prices the way everybody else does.

An item under Assistant suggestions is a draft based on sold part lines with known, non-zero cost. Demo and test sales are left out. Read the current band, proposed band and evidence, then press Confirm band changes or Discard suggestion. Nothing changes just because the draft exists.

E-signatures

Open Settings > E-signatures. The Estimates switch decides whether portal approval requires the customer's typed name. It starts on. Turning it off permits a recorded click-approval without a name. The drawn signature pad is optional either way and is never allowed to block a customer's decision.

The Invoices and Inspections switches start off. Turning one on makes that customer document ask for a typed name in the portal. The signed state keeps the signer and shop-zoned time, refuses a second signature and warns rather than claiming verification if the document no longer matches the copy that was signed. The full workflow is in Signing invoices and inspections.

An estimate link shows a signed receipt only after Torqix has recorded the authorization. The link's expiry protects that receipt as well as the unsigned estimate; after it expires, the customer is told to ask the shop for a fresh link. The expired page still offers the visit link, which stays readable — progress, the inspection and the promised time — but stops accepting replies at the same moment the estimate lapses, so an expired link is never offered as a way to message the shop.

On an estimate, invoice or visit link, the reply-received banner appears only after a real reply was stored, and only for the browser that sent it. Typing a success-looking value into the address cannot invent the banner. If the browser retries the same submission, Torqix records it once; if that retry carries changed words, it refuses the mismatch and asks the customer to reload and send again.

Document footers

Open Settings > Invoice template and find Document footers. Estimate footer, Invoice footer and Inspection footer each appear at the end of their matching customer document. Leave one empty and that document ends without an added footer.

The customer links render documents fresh. After Save template, an estimate or invoice already sent uses the current template the next time its link is opened. Fees print as their own named rows on a repair order, under their service or in the order-fees section. The footer changes words only; no setting on the template changes a total, tax, payment or balance.

A field left empty is not always a blank line. Where Torqix ships suggested wording for one, the field is marked Torqix default and the grey text in the box is what your customer will actually read. Type your own to replace it, and clear the box to go back to ours.

Terms

On the same page, Terms holds the long block that prints at the very foot of an estimate or an invoice. Print terms on estimates and Print terms on invoices are separate switches, and both start off: with a switch off that document prints no terms block at all, not even a heading. Torqix suggests wording you can use as it stands or replace with your own.

Six placeholders in the text fill themselves in when the document prints, so the same wording is correct for every shop: your legal name, the customer's message channel, and the three figures beside the boxes — Courtesy storage, Storage per day and Late charge a month. Change a figure and every sentence quoting it changes with it.

The QC and invoice-detail gates

Open Settings > Shop settings and find QC checklist. Enter one check per line. When the list is not empty, every item must be ticked before a ticket can move from QC to Ready. A manager can move it with a typed reason instead; the audit trail keeps that bypass. Empty the list to remove the gate.

On the same page, Required before invoicing can require mileage in, a customer phone number, a customer email or the vehicle VIN. A blocked invoice names the missing facts. An owner or manager may continue with a typed reason, which is recorded. Leaving every choice clear adds no gate.

The two order-checklist gates

Open Settings > Order checklist. Put one required item per line under Estimate becomes a repair order and Repair order becomes an invoice. The matching conversion form shows those items as checkboxes. An unticked item refuses the move and names what is missing; tick it there, or edit or empty the settings list. An empty list adds no gate.

The order checklist is separate from the shop's QC checklist and its Required before invoicing fields. Unlike those two gates, the order checklist has no typed-reason bypass: tick the item on the conversion form or correct the settings list. It is your own plain-language sign-off at conversion time.

Online booking

Online booking is on Settings > Work request form, not on Schedule settings. Publish the work-request form, then tick Online booking. The public page creates a request that a person must review and confirm; it never places an appointment on the calendar by itself. The full setup is in Online booking from your own website.