An invoice is a bill you hand a renter - for rent, damage, cleaning or any extra charge. There are two ways to raise one: build it on the Invoices page, or turn a payment already in your records into one from Payments. Every invoice downloads as a PDF.
Create an invoice
- Open Invoices from the sidebar and click Create invoice.
- Under Bill to, choose who it is for. A hire fills in the customer and car from a hire - on hire, upcoming or ended - and lists its payments. A customer bills one of your customers with no hire, and the invoice reaches their portal and their email. Type details is for anyone else. Each list opens on the latest few; type a name, rego or phone number to find any other.
- Add line items. Rent and Late fee are one click each; damage or anything else is a Line with your own description and price.
- Choose how GST applies - Included in prices, Added on top or None. The rate starts from your settings and can be changed on each invoice.
- Turn on Notes on the invoice for payment instructions at the bottom - it starts from the footer note in your settings.
- Save draft keeps it as a draft - click it in the list to change or delete it. Save & review saves it and opens it, where Email invoice sends it or Mark as sent records that you sent it yourself.
Tip: Saving never emails anyone - sending is its own step, on the invoice. An invoice to typed details has no email on file: download the PDF and send it yourself.
Where to find it: Invoices → Create invoice
Turn a payment into an invoice or receipt
Open any rent payment - from the Payments hub or the contract - and click Download as invoice. A payment already collected comes out marked Paid: that is the renter's receipt. An unpaid one comes out Sent, stating what is owed, with any late fee as its own line.
The total always equals what the renter was actually charged - rent is GST-inclusive, so the GST is broken out of the amount, never added on top. And a payment only ever gets one invoice: downloading it again reuses the same number, and if the money has arrived since, the copy comes back marked Paid.
Where your renter portal shows payments, renters can download their own receipts there too.
Where to find it: Payments → open a payment → Download as invoice
One invoice for a month of payments
Date range…, beside that button, makes one combined invoice for a contract's payments between two dates - a line per payment, late fees included, bonds never. Pick the first and last of the month and you have the monthly statement many renters ask for. It lands in your Invoices list like any other.
The return statement is made for you: settling a return (see Ending a contract) mints one invoice covering the charges at return - a line per charge with what the bond paid noted beside it, the bond position in the notes, and the balance as the total - emails it to the renter with a link to their portal, and flips it to a receipt the moment the balance is paid.
Statuses and numbers
Draft is saved but not issued. Sent is issued and unpaid - and Fleetola shows it as Overdue by itself once its due date passes. Paid is settled. Void is cancelled: an issued invoice is never deleted, and its number is never reused.
Numbers are issued in order from the prefix and next number under Settings → Money → Invoice defaults, so INV-000123 is followed by INV-000124. GST itemising and the footer note are under Invoice content on the same tab, and your ABN under Settings → Business - the GST invoicing guide covers them.