Manage Services and Pricing

Summary

Torqueflow has two settings pages for defining what your garage offers and how it prices work. The Services page defines the jobs you perform (with durations, bay types, base prices, and the parts and checklists each service always involves). The Pricing Settings page configures VAT/tax settings and markup brackets for parts.

Prerequisites

You are signed in as an Owner or Manager.
For Services: you need the services.manage capability.
For Pricing: you need the settings.access capability.

Steps

Manage services

View services

Select Settings from the sidebar.
Select Services. The page title reads “Services” with the subtitle “Manage the services your garage offers”.
If services exist, a table shows columns including Service Name, Duration, Bay Type, Price, Parts Incl., Includes and Actions. Includes summarises what you have attached to each service, for example “5 parts, 1 checklist”, or None.
The count of configured services appears above the table (e.g. “5 services configured”).

Add a service

Select Add Service (button with a plus icon, above the table or in the empty state).
A dialog opens. Fill in the fields:
- Service name (required) - the job type name, up to 100 characters.
- Duration (required) - time in minutes. Minimum 1, maximum 1,440 (24 hours).
- Bay type (optional) - select from your configured bay types, or leave blank for “Any”. If you have not set up capabilities, a service with a Bay Type only goes into bays whose bay type matches it exactly, on the online booking page, the portal and the Voice AI. If no bay matches, the service cannot be booked online.
- Base price (optional) - a fixed price for this service. If left blank, the labour rate is used instead (displayed as “Labour rate” in the table).
- Vehicle fuel - All vehicles (the default) or Only these fuel types. With specific fuel types ticked, customers booking online or in the portal only see this service for those fuel types. Staff can still book it for any vehicle. A restricted service lists its fuel types under its name in the table. See Offer a service only for certain fuel types.
Optionally, fill in What this service includes (see below).
Select the save button to create the service.

To control what the Voice AI tells callers about a service on the phone, see Configure Voice AI settings.

Say what a service includes

Each service can list the parts it always uses and the checklists it always involves. Full Service might list a 5-litre can of engine oil, an oil filter, a sump plug washer, an air filter and a pollen filter, plus your full-service checklist.

Staff pick services when they book a new job in the scheduler, or when they create a work order. The service’s checks and parts are then added to the work order for them. See Using the Scheduler Calendar and Create a work order.

In the add or edit dialog, find the What this service includes section below the main fields.
The Parts typically included in this service tick box sits at the top of the section. It is about the price: tick it when the service price already covers the parts. It is separate from the parts list, so a service can list its parts and still charge for them.
Select Add parts (or Add a part once the list is open). A part row appears.
Type a Name, such as “Engine oil”. A typed name on its own is fine. Use it when you have not decided which product to use.
To tie the row to a specific item in your parts catalogue, use Link a catalogue part (optional). Type at least two characters to search, then pick the part. The row then takes its name from the catalogue. Select Remove the catalogue link to type your own name again.
Set Qty. The quantity is how many of that item go on the job, so one 5-litre can of oil is 1, not 5. If the amount matters, put it in the name, for example “Engine oil (5 litres)”. A linked catalogue part is billed at its catalogue price times this quantity.
Select Remove on a row to take it out.
Select Add checklists to open the checklist picker, then tick the checklist templates this service involves. One checklist can be attached to several services. Retired templates are marked “(retired)”.
Save the service. The Includes column updates to show the counts.

New garages start with default parts on Full Service (Engine oil (5 litres), oil filter, sump plug washer, air filter, pollen filter) and Interim Service (Engine oil (3 litres), oil filter, sump plug washer), each with a quantity of 1. These are typed names, not catalogue links, because a new garage has no catalogue yet. No checklists are attached by default.

What happens when a service is picked on a job

Checks. The tasks from each attached checklist are added to the work order, with any time estimates they carry. Retired (inactive) checklists are not added. A check that is word for word the same as one already coming from another source is added once.
Parts. Each part is added to the work order as a required part. No stock is reserved.
Price. If the service has a Base price and Parts typically included in this service is ticked, its parts are added at no charge, with the note “Included in the [service] fixed price”. Otherwise a linked catalogue part is charged at its catalogue sell price when you raise the invoice. A typed part with no catalogue link arrives unpriced and appears unticked on the invoice until you price it.
Disposal fees. Any disposal fee you set up for a part’s category still applies, even when the part itself is included in the price.
Length. In the scheduler, the service’s Duration is one of the figures the booking length is taken from. The time estimates on its checklist tasks are another. The longer one is used. See Checklist Templates.

When creating a work order, the picker only lists services that carry parts or a checklist. The scheduler also lists services that only have a duration, because picking one sets the booking length. Up to five services can go on one job.

Edit a service

Find the service in the table.
Select the three-dot menu icon in the Actions column.
Select Edit.
Update the fields in the dialog.
Select save to apply changes.

Delete a service

Select the three-dot menu icon for the service.
Select Delete.
A confirmation dialog appears: “Are you sure you want to delete [service name]? This also removes its parts list, its checklist links and any voice availability settings. The checklist templates themselves are not deleted.”
Select Delete to confirm, or Cancel to go back.

Configure pricing settings

View pricing settings

Select Settings from the sidebar.
Select Pricing Settings. The page heading reads “Pricing Settings” with the subtitle “Configure tax rates and markup brackets for quotes”.

Configure tax settings

In the Tax & VAT regime card:
- Toggle VAT registered on if your business is VAT-registered.
- When VAT is enabled, the VAT number field appears. Enter your UK VAT number in the format GB followed by 9 or 12 digits (e.g. GB123456789). A green tick appears when the format is valid.
- When VAT is enabled, an info box explains: quotes display prices excluding VAT, VAT is shown as a separate line, and your VAT number appears on customer quotes.
- The card also holds your accounting basis, VAT scheme, flat rate, and VAT period group. These control how your VAT Summary report is calculated. See VAT Schemes and Settings.
Select Save.

Configure markup brackets

Expand the Markup Brackets card by selecting it (marked “Advanced”). An info box explains how markup brackets work: the system suggests a markup percentage when adding a part to a quote, based on the part’s cost.
The table shows columns: Cost Range and Suggested Markup, with edit and delete icons.

Add a bracket

Select Add Bracket.
In the dialog, enter:
- Minimum Cost (£) - the lower bound of the cost range.
- Maximum Cost (£) - the upper bound. Tick “No upper limit” if this bracket applies to all costs above the minimum.
- Suggested Markup (%) - the percentage markup to suggest. Range 0-500%.
The system validates that brackets do not overlap. If they do, an error message identifies the conflicting bracket.
Select Add Bracket to save.

Edit a bracket

Select the pencil icon next to the bracket.
Update the values in the dialog.
Select Save Changes.

Delete a bracket

Select the red bin icon next to the bracket.
Confirm deletion in the dialog. Select Delete to confirm.

Expected Outcome

Services appear in the services table and are available for scheduling, quoting, and AI-assisted queries.
The Includes column shows how many parts and checklists each service carries.
VAT settings are applied to all new quotes.
Markup brackets suggest appropriate markups when adding parts to quotes.

Troubleshooting

Problem	Cause	Fix
”A service with this name already exists” error	Duplicate service name	Use a unique name for each service
”Every part needs a quantity greater than zero.”	A part row has a blank or zero quantity	Enter a quantity above zero, or remove the row
”The same catalogue part is listed twice.”	Two rows are linked to the same catalogue part	Combine them into one row with a larger quantity
I added parts and checklists to a service, but they are not on a work order for that service	The service was not picked when the job was booked or created. Services are only applied at those two points, not to existing work orders	Add the parts and apply the checklist template on the work order. See Applying a checklist template
A service is missing from the picker on the create work order dialog	It has no parts and no active checklist, so there is nothing to add	Add parts or a checklist to the service. Search in the picker says “[service] has nothing set up to add yet”
Every Full Service puts five cans of oil on the invoice	The part’s Qty is 5, meaning litres, but the quantity counts items	Set Qty to 1 and put the amount in the name
A service lists parts but callers are told parts are extra	The Voice AI and the AI assistant go by the Parts typically included in this service tick box, not by the parts list	Tick the box if the price covers the parts. The two are set separately on purpose, so check both
A part on a service still shows after its catalogue part was deleted	The service keeps the part’s name when the catalogue item goes	Link the row to another catalogue part, or leave it as a typed name
”Tick at least one fuel type, or choose All vehicles.”	Only these fuel types is chosen with nothing ticked	Tick the fuel types the service is for, or choose All vehicles
Cannot access the Services page	Missing `services.manage` capability	Ask the Owner to check your role permissions
VAT number field shows an error	Format does not match GB + 9 or 12 digits	Enter the number as GB followed by exactly 9 or 12 digits, e.g. GB123456789
”Cost range overlaps with existing bracket” error	The new bracket’s cost range overlaps an existing one	Adjust the minimum or maximum cost to avoid overlap
Markup must be between 0% and 500%	Value entered is outside the allowed range	Enter a whole number between 0 and 500
”Cannot delete the only labour rate”	At least one labour rate must exist	Add another labour rate before deleting

Notes

Labour rate configuration has moved to Settings > Finance > Labour & Time. It is no longer on the Pricing Settings page.
Default markup brackets are seeded automatically the first time you visit the Pricing Settings page: 0-10 (100%), 10-50 (75%), 50-200 (50%), 200-500 (35%), 500+ (25%). You can edit or delete these.
Default labour rates are also seeded: Standard (£85/hr) and Diagnostic (£99.50/hr).
Service names must be unique within your organisation.
Deleting a service also removes its parts list, its checklist links, and any voice availability settings linked to it. The checklist templates are not deleted.
A service’s parts carry no price of their own. Prices come from your catalogue when the invoice is raised, unless the service’s fixed price includes the parts.