In Rentman, it's possible to generate invoices, export them to accounting software, or mark them as paid. In this article, we explain how to set up, create invoices and get paid via Mollie or Stripe.
Create an Invoice
In Rentman, there are multiple ways to create an invoice, whether it's within the project or in the monetization_on Financial module's submodule Invoices.
Take a look at this article on creating invoices in Rentman.
When crafting invoices, you'll have the option to adjust additional settings like invoice moments, payment terms, and due dates.
Invoice moments
The invoice moments determine when is a project going to show up in the To be invoiced subfolder of the monetization_on Financial module.
You can invoice a project all in one go, or split the invoice in up to three moments. The different moments are:
| After agreement | The invoice has to be generated when a project gets confirmed. |
| 100% up front | The invoice has to be generated before the first day of the planning period of the project. |
| Invoice afterwards | The invoice has to be generated after the last day of the planning period. |
| 50/50 | One invoice moment for 50% shows before the first day of the project, and another for the remaining 50% shows after the last day. |
- Go to settings Configuration module > Financial > Invoice Moments.
- Click on + Add invoice moment or double-click on an existing invoice moment to edit it.
- Add a name, the name shown on the invoice, and what percentage of the project is going to be invoiced at which moment.
You can now assign a default invoice moment for each project type.
Payment Terms
The payment terms determine how much time does your client have to pay for your invoices.
- Go to settings Configuration module > Financial > Payment terms.
- Click on + Add payment term or double-click on an existing payment term to edit it.
- Fill in all the information.
'To be invoiced' submodule
The 'To be invoiced' submodule lists every project or subproject with an outstanding invoice moment, based on the invoice moments set on the project's Financial tab. For projects with subprojects, all invoice moments normally group under the project as a whole.
If you invoice a long-running project period by period, for example, a rental billed to a customer every month, you can now show each subproject's invoice moments separately in 'To be invoiced'. This way, you get a reminder for every period instead of having to track it yourself.
Show subproject invoice moments separately
To show a subproject's invoice moments as its own line in 'To be invoiced':
- Go to settings Configuration module > Financial > Invoice Moments.
- Select an invoice moment, and click Edit.
- Turn on 'Calculate separate moments per subproject'.
When enabled, this invoice moment shows as a separate line per subproject in 'To be invoiced', with a new 'Subproject' column. Each line is calculated using that subproject's own dates, instead of the project's.
Mark a subproject as invoiced externally
Some AV companies need to use specific invoice templates that Rentman cannot replicate. Certain government agencies also only accept invoices from certified invoicing software. Because of this, some customers invoice select projects outside of Rentman.
Previously, marking a project as invoiced externally removed the whole project from 'To be invoiced'. If you calculate separate moments per subproject, you can now mark just that subproject as invoiced externally, and the rest of the project stays in 'To be invoiced'.
To mark a project or subproject as invoiced externally:
- Go to the 'To be invoiced' submodule.
- Find the project or subproject you already invoiced externally.
- Click 'Mark as invoiced externally', and confirm by clicking Yes.
The project or subproject moves to the Invoiced externally list, and you will not be reminded about it in 'To be invoiced' again.
Marking an invoice as paid
Now that you've created an invoice, sent it to the customer and received payment, you can now mark the invoice as paid and update the status. Similar to creating an invoice, there are multiple ways to do this in Rentman.
Set up and get paid via digital payment with Mollie or Stripe
When creating an invoice, users will have the choice to add a digital payment button to their invoice for their customers to pay seamlessly. Currently, we use Mollie or Stripe integration to simply the payment process.
Take a look at this article on how to set up and receive payment via Mollie or Stripe.
FAQ
You can assign default invoice moments and payment terms to each contact. To do this:
- Add a contact or edit an existing one.
- Go to the Payment tab.
- Set the default invoice moments and payment terms in their respective fields.
When you add a contact as a client for a project, you will be asked if you want to apply these settings.