How to issue an invoice

An invoice is issued to the payer — most often a company that rents vehicles for its employees. Invoices are created in their own section and, if needed, linked to a booking.

Steps

1. Open the invoices section.
2. Specify the client, invoice number, and date. Fill in amounts for the required line items, such as rental and deposit. The total must be greater than zero. You can add a description for internal records.
3. Link it to a booking if the invoice relates to a specific rental.
4. Save and send the invoice to the payer.
5. When the money arrives, record it with a cash desk transaction.

The invoice state and the receipt of money are different things

The invoice state is chosen manually and doesn't bring any money into the cash desk by itself. Until the receipt is recorded with a transaction, the invoice may look closed while the cash desk won't see it.

Tip

The invoices block in the booking card is just a list: it shows issued invoices, but they are created in their own section.

What the list shows

Column	What it means
Number	Invoice number
Date	Date issued
Description	What it was issued for; long text is collapsed
Amount	Invoice amount
Received	How much has already been received on the invoice

Amount received

The received column shows an amount, not a checkmark: a partial payment can come in on an invoice. It is calculated from posted payments and isn't set manually.

Important

Until the receipt is recorded with a cash desk transaction, this column will show zero, whatever the invoice state. The state is chosen by a person; the amount is calculated.

Invoice number

The number is set manually — the system doesn't assign it. Set yourself a numbering rule and stick to it: duplicates and gaps will have to be explained to the accountants later.

What goes into the invoice file

The invoice is generated as a file that is sent to the payer. The payment can be split by type of service — then the document shows exactly what was charged for.

The description doesn't go into the document

The description field is your internal note. It isn't included in the exported invoice, so write what the payer should see in the line items, not in the description.

Linking to a booking

You can specify only an existing booking number. The invoice won't accept a nonexistent number.

Payment control

Payment is calculated automatically, while the invoice stage is chosen manually — these are different things, and a mismatch between them is exactly the reason to look into it.

Important

Staff can create and edit invoices. Only users with the “Branch manager” and “Main Administrator” roles can delete invoices. Deletion is irreversible.