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A complete guide to manage finances for auto repair shop

Being the owner of a small-scale auto repair shop means that you have to wear many hats at once and track business operations. However, one of the most important functions that shop owners have to track in auto repair shops is finances! 

Looking at and monitoring the inflow and outflow of cash is important to gauge how your auto repair business is performing. However, gone are the times when all of this was done on paper. 

Nowadays, there is powerful accounting software that makes this task a breeze. And when it comes to accounting software, Quickbooks Online is one of the best ones! 

Today, we are going to discuss everything you need to know about using QuickBooks for an auto repair shop

Should you be using QuickBooks for auto repair shop?

Okay, so first things first. Let’s start off with the elephant in the room, should you be using QuickBooks for your auto repair shop? Or more importantly, why should you use QuickBooks as the accounting software for your auto repair shop? 

To give you a straightforward answer, Quickbooks is a great tool for an automotive repair shop. It will help you in managing your accounts, quickly and easily. 

There are two different courses of action that you might take when managing the finances of auto repair shops.

Either you can choose to do it yourself, or you can choose to pay someone else to do it for you. Both options are available to auto repair shop owners. 

However, QuickBooks is designed to be user and beginner-friendly, so even if you’ve never used accounting software before, you shouldn’t have too much trouble navigating it. 

Many owners of small businesses and auto repair shops that specialize in the vehicle repair business, auto reconditioning, and auto detailing choose to handle their books on their own now that Quickbooks is available.

You are able to make invoices, monitor cash flow, pay bills, generate reports, and get ready for taxes with QuickBooks. Even better, for those who utilise Mobile Tech RX, Quickbooks has been completely included within the app. When you use both at the same time, your accounting, estimating, and billing will all function in a coordinated and streamlined manner.

This shop management software also makes the tax process more efficient. For an auto repair shop, tax deductions can feature any head whether those are fuel costs, employee wages, travel costs, company cell phones, or staff uniforms. 

Taxes are an important part of every business. As Benjamin Franklin once said, there is nothing in life as certain as taxes. 

Hence, you can easily lean on this software to manage expenses, revenue, profit, invoices, and other customer data to streamline finances and ensure the entire shop is on the same page.

The software also allows you to create invoices within seconds for your customers. This makes the process of servicing your customer car more efficient as well. 

You can work with this accounting software to generate profit and loss reports and have a 360-degree overview of the financial position of your automotive repair shop. 

Next, we are going to discuss how you can use it to begin managing your finances. 

Tips for using QuickBooks to manage the finances of auto repair shops

In this section, we are going to go over some tips on how you can use Quickbooks for your business. 

1. Set up your QuickBooks online account 

Before auto repair shops can start using QuickBooks to manage the finances of their repair business, they need to set up an online account. As shop owners, you can also use QuickBooks desktop for your auto shop to track revenue and expenses.

2. Review Past Income 

Using this software, you can also plan ahead for your business by reviewing your past financial performance. Through efficient bookkeeping and invoicing, the software provides you with a complete overview of profit data. 

You can use this data to make financial projections on your expected revenue for the coming time period.  You can accomplish this by bringing up all of your invoices and adding up the amounts on each one to determine your total revenue. (We strongly suggest that you segment your calculations into annual, quarterly, and monthly chunks.)

3. Track Your Expenses 

Next, it is important that you track and manage the expenses of your business.  Your expenses comprise everything that you’ve spent on your company, such as rent, taxes, products, tools, and supplies for your employees, as well as equipment and supplies for your firm.

Quickbooks will keep track of and organize all of your costs for you automatically. In this method, you will be able to track where each dollar is being spent and identify areas in which you may wish to reduce spending.

4. Report Your Past Profits

After you have determined how much money you took in (revenue) and how much money you spent (expenses), the next step is to determine how much money you made (profit). 

To accomplish this, take the sum of all of your revenues and deduct all of your expenses. The objective is to have a figure that is greater than zero for your profit. You want to be spending less money on expenses than you are making in income at all times.

QuickBooks for Auto Dealerships

Auto dealerships have unique financial management needs that QuickBooks can address. For instance, auto dealerships have to manage inventory of cars, which can be a significant capital investment. With QuickBooks, they can easily track each vehicle as an asset and monitor its depreciation over time.

Moreover, dealerships often offer in-house financing options for customers. QuickBooks allows dealerships to manage these customer loans effectively, tracking each payment and maintaining a clear record of the loan balances.

The software also helps in managing sales commissions for dealership sales staff. Every sale can be tracked, and the corresponding commission calculated and recorded for payroll purposes.

By using QuickBooks, auto dealerships can have a clear picture of their financial health, enabling them to make informed decisions that drive profitability and growth.


In conclusion, employing QuickBooks for managing finances in an auto repair shop can offer a streamlined and efficient approach to handling everyday financial tasks. This accounting software is not just versatile but also provides a user-friendly interface that makes it easy for any business owner to track sales, and expenses and manage invoices. With the right strategies and understanding of the system, QuickBooks can significantly simplify financial management for auto repair shops, allowing owners to focus more on service delivery and customer satisfaction. Remember, the use of technology is not to replace the human touch in business but to enhance productivity and efficiency.