Generate your invoices

In Rentman, you can generate invoices, export them to accounting software, or mark them as paid. Read this article to learn how to set up your invoicing.

Generate an invoice

For an existing project

  1. (From the 'To be invoiced' tab) Select the project you want to invoice and click on the Invoice button.
    or
    (From the project) Go to the Financial tab, click on Print slip and select 'Create invoice'.
  2. Check all the settings.
  3. Choose to invoice the whole total in one go or to make a partial invoice.
  4. (Optional) In the 'Invoice lines' section, you can add additional amounts to the total of the project. If you add a line with a negative amount, this will be subtracted from the total.
  5. (Optional) In the 'Invoices to subtract' section, you can deduct an amount you have already charged in a previous invoice - this is especially useful if you are invoicing the project in different moments.
  6. Click on Generate on the top left of the screen.

Not connected to a project

  1. Go to the Invoices module.
  2. Click on +Add.
  3. Fill in the details.
  4. In the 'Invoice lines' section, you can add additional amounts to the total of the project. If you add a line with a negative amount, this will be subtracted from the total.
  5. (Optional) In the 'Invoices to subtract' section, you can deduct an amount you have already charged in a previous invoice - this is especially useful if you are invoicing the project in different moments.
  6. Click on Generate.

Change invoice moment and payment term

Inside the project, you can always manually change the default invoice moment that was applied to the customer or to the project type. To do this:

  1. Go to the Financial tab of a project.
  2. Click on the 'Invoice moment' field, and select another invoice moment.

After you generate an invoice, you can manually change the default Payment term you set for the customer. To do this:

  1. Generate an invoice.
  2. On the Financial section of the widget, select a different Due date or Payment term.

'To be invoiced' tab

In the 'To be invoiced' tab of the Invoices module, you will see all the projects you still have to invoice. A project shows up in this tab when all the following parameters are met:

  • the project is confirmed.
  • the date corresponding to the invoice moment of the project is in the period you select in the filter.

When the date corresponding to the invoice moment of the project is passed but you still haven't invoiced the project, the project will be highlighted in red.

Download or email your invoice

After generating your invoice, you can download it as a pdf or XML file by clicking on Download as PDF file or Download as XML.

You can email your invoice by clicking on EmailIn the Configuration module, you can choose to always BCC invoices to an email address (for example, to your accountant).

Partial invoices

Partial invoices are useful if you prefer to invoice your projects in different moments instead of in one go.

When you generate an invoice, 100% of the project's total is automatically selected. If you want to create a partial invoice, you can uncheck one of the checkboxes in the 'Project sum' section and insert a percentage. 

When you will create the invoice for the rest of the project, you can subtract the amount already invoiced in the 'Invoices to subtract' section.

Export invoices

There are several ways to export your invoices:

Create a credit note

From an existing invoice

  1. Go to the Invoices module.
  2. Select the invoice for which you want to create a credit note.
  3. Click on the More actions button.
  4. Select 'Create a credit note'.

Not connected to an invoice

  1. Go to the Invoices module.
  2. Click on +Add.
  3. Fill in the details.
  4. Add a negative amount as an invoice line.
  5. Click on Generate.

Mark invoices as paid

If you let your clients pay your invoices with Mollie or Stripe, the invoices are automatically marked as paid. For all the other options, it's necessary to do this operation manually.

To mark one or multiple invoices as paid:

  1. Go to the Invoices module.
  2. Select the invoices you want to mark as paid.
  3. Click on the More actions button.
  4. Select 'Edit payment status'.
  5. Select 'Yes'
  6. (Optional) change payment method and date.
  7. Save.

 

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