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Using Work order quotes/invoices for internal vs external maintenance needs

Quotes and invoices follow the same five steps — work order, quote, approval, work done, invoice — whether your own shop does the job or a third-party vendor does. What changes is who does each step.

Internal Maintenance

Your own shop

External Maintenance

Third-party vendor

  1. The work order is assigned to an internal mechanic.

  2. The mechanic adds the work needed, including line items and costs.

  3. If approval is needed, they export the work order as a quote and send it to someone outside Whip Around, such as Finance.

  4. Once approved, the mechanic completes the work.

  5. They export the invoice, so Finance can compare the original quote against the final cost.

  1. The work order is assigned to an external vendor.

  2. The vendor receives an email with a link to the work that needs to be done.

  3. The vendor adds the line items and exports a quote from the shared link.

  4. You review and approve the quote.

  5. The vendor completes the work and exports the final invoice.

Example: An engine replacement is estimated at $5,000. The mechanic exports the quote, Finance approves the spend, the work is completed, and the final invoice is exported for reconciliation.

Vendor exports are covered in Exporting from a shared work order link.

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