How to accept payment for a booking
A payment is assigned to line items — it is not a single amount “for everything.”
Money operations are available to staff with the “Main Administrator”, “Branch manager”, “Manager”, and “Employee” roles. An agent can accept payments if “Can accept money” is enabled in their settings. Only staff can edit payments and money records. An agent's booking permissions are set in the agent card.
Payment under a rent-to-own contract
For a booking marked “Buyout”, payment is accepted with the “Accept payment” button on the contract panel, under the “Rental” line item: only that item is allocated according to the contract schedule. Learn more about accepting payments under a contract.
How to accept a payment
- Open the booking card and create a payment.
- Select the line item — what exactly is being paid for. This is not a formality: the line item determines whether the amount goes to revenue or is held as a refundable deposit.
- Enter the amount.
- Select the payment method — cash, card, invoice. It determines which cash desk the money goes to.
- Save the payment.
The system doesn't fill in the deposit refund method
At return, the refund method is chosen manually, and the system doesn't suggest how the deposit was taken.
You need to choose the same method: otherwise the money will leave the wrong cash desk, and neither will balance. Check the method in the deposit payment before refunding.
Tip
One payment, one line item. If the client pays the rental and the deposit as one sum, create two payments: otherwise the deposit will end up in revenue and distort your reports.
Line items
| Line item | What it means |
|---|---|
| Rental | Payment for the rental itself |
| Deposit | A refundable amount held for the duration of the rental |
| Delivery | Delivery and pickup outside the office |
| Insurance | Insurance taken out |
| Washing | Payment for washing |
| Extra drivers | Drivers added beyond the main one |
| Extra hours | Beyond full days |
| Equipment and services | Child seats, boosters, catalog add-ons |
| Fines | Fines assigned to the booking |
| Other | One-off charges |
A deposit is not a payment
The deposit is refunded when the vehicle is returned, in full or in part. That's why it is recorded as a separate line item: if you record the deposit as rental payment, there will be nothing to refund at return, and the booking total will be inflated.
If the client pays an advance
A small advance at confirmation is conveniently recorded under the deposit line item — then it won't distort the rental calculation and will stay refundable.
When to accept payment
Payment is accepted before the handover, in advance, or after the return — for example, when the deposit is refunded partially and the remainder covers extra charges.
Payment methods
The set depends on what is enabled for the company: cash, terminal or acquiring, payment by link and QR code, card-to-card transfer, bank account.
Important
The method is chosen for each amount separately. Different line items of the same booking can be paid in different ways, and the system allows this on purpose — deposit in cash, rental by card.
Prepaid washing
If washing was paid in advance, the system will remind you to account for it at return, so you don't charge for it twice.
How the payment status is shown
Full payment, underpayment, and overpayment are distinguished by color and by the sign of the amount. Learn more in payment statuses.