---
title: "How do I put vehicle, property or job details on my invoices?"
description: "Job records lets Manx sole traders keep a custom list of the vehicles, properties, pets or equipment they work on, with fixed fields and per-visit fields, so invoices show the right details automatically without retyping."
author: "D.Wade FCCA"
published: "2026-08-04T21:04:56Z"
updated: "2026-08-04T21:04:55Z"
canonical: "https://tallyup.im/blog/job-records"
---

# How do I put vehicle, property or job details on my invoices?

**TL;DR** — If your invoices need to say *which* one, meaning which van, which property, which pet, or which piece of kit, Tally Up's new Job Records feature lets you keep a list of the things you work on with your own custom fields. Set some fields as fixed (registration, address) and others as captured every visit (mileage, meter readings). Attach a record to an invoice or estimate and the right details show up on the document automatically.

![Tally Up Invoice displaying a vehicle job record](/assets/blog/img-7bc2b2473874756b.jpg)



Job Records started life as a request from a mechanic who wanted a way to keep track of the vehicles they worked on and show the right details on each invoice. If your invoices need to say *which* one, a registration, an address, an animal's name, a serial number, this is what Job Records is for.

![Customer's Job Record showcasing they have 2 vehicles](/assets/blog/img-e9abc2e838fd77b1.jpg)

## Why generic invoice fields don't cut it

Most accounting tools give you a customer, a date, a description, and an amount. Fine for a designer billing for their time. Not fine when your customer has three vans and you need to be clear which one you serviced. You end up burying the detail in the description line, hoping the customer can work out what they've been billed for.

## Setting Job Records up

Job Records is a settings feature: you turn it on in your profile before you can start using it on invoices.

You give the collection two names: a plural (say, **Vehicles**) for how you refer to the group, and a singular (**Vehicle**) for how it appears on a single invoice. Then you add the fields you actually care about, with your own labels and your own field types (text, number, or date).

![Tally Up Profile Settings - Job Records showcasing a vehicle type](/assets/blog/img-8da9b9b437eae42b.jpg)


## The bit that stops the details going stale

Every field has a "Captured per job" toggle, and this is where Job Records is genuinely different from just typing a note.

**Fields that stay fixed** are set once and apply to that item forever. A vehicle's registration doesn't change. Its make and model don't change. Set them once, and every invoice against that vehicle shows the correct details without you touching anything.

**Fields captured per job** are entered fresh each time you invoice against that item. Mileage is the classic example: you want today's mileage on today's invoice, not the mileage from six months ago. A property meter reading works the same way. A pet's current weight, an aircon unit's last-service refrigerant top-up amount, the fault code from today's diagnostic.

The result: the invoice is always accurate to the moment, without you having to remember which details need updating each time.

## Attaching a record to an invoice or estimate

When you create an invoice or estimate, attach the relevant record. Any per-job fields prompt you for today's values. Any fixed fields fill in automatically. Then, per the "Show by default" setting, the right fields appear on the document itself, cleanly, in their own labelled section rather than buried in a free-text description.

The customer gets an invoice that clearly identifies which of their assets you worked on. You get a record you can look back through to see the full history of work against any single item.

## Useful for record-keeping, not just invoicing

Not every field you want to track needs to appear on the invoice. A service due date, a warranty expiry, a note on last year's fault: turn "Show by default" off and the field stays in your Job Records for reference without cluttering the customer's PDF. Handy for spotting what's due next, or answering a customer's "when did you last service or fix x?" question without digging through past invoices.

## Who this is for

Job Records fits any sole trader whose work is done on a specific, identifiable thing that comes back: a vehicle, a property, an animal, a piece of equipment. If you find yourself typing the same registration, address, or serial number into invoice after invoice, this is what stops that.

Job Records isn't set up by default. Head to your profile settings and turn it on to get started

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_This article is for general information only and does not constitute financial or tax advice. For advice specific to your situation, speak to a qualified accountant._