Invoices and receipts

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

1. Open Invoices from the sidebar and click Create invoice.
2. Link to contract fills in the customer and vehicle for you and prices the rent line from that contract. You can skip it and type the details instead.
3. Add line items. Weekly rent and Late fee are one click each; damage or anything else is an Other line with your own description and price.
4. Check the tax line. Include GST and the rate start from your settings and can be changed on each invoice.
5. Turn on Add notes to invoice for payment instructions at the bottom - it starts from the footer note in your settings.
6. Save draft keeps it as a draft. Create & send issues it as Sent.

Tip: Create & send emails nobody. It marks the invoice Sent - download the PDF and send it to the renter 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.

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, so INV-000123 is followed by INV-000124. Your ABN, GST itemising and the rest of the invoice defaults live there too - the GST invoicing guide covers them.

Related guides

• Take and record payments - Record what each renter pays, and see every bond you are holding.
• How weekly billing works - Rent on a cycle: what falls due, what you record, and late fees.
• Card payments online - Renters pay by card from their portal, at signing, and from reminder emails.
• Bonds on the card rails - Manual, held on card, or charged to card - and what capture, release and refund do.