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 and to get paid via Mollie or Stripe.
How would I know which project needs to be invoiced?
In Rentman, users can be handling multiple projects at once. Keeping on top of which project has been invoiced and which hasn't is crucial to the success of the organization.
In the monetization_on Financial module's submodule To be invoiced, you will see all the projects you still have yet to be invoiced. A project shows up in this tab when 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 date 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.
Project Module
In the table_chart Projects module, you can see which project needs to be invoiced at a quick glance. By selecting the list view specifically, there is a column by the name of "Project Progress". This column shows different icons representing different parts of the project. By hovering your mouse over the invoice icon, Rentman provide a tooltip informing you if your project has been invoiced or not.
Take a look at this article on the project progress icons.
Tip: Don't want to add that column? Get a quick glance at those icons by selecting "Details" when hovering over the project.
Generate an invoice
For an existing project
- (From monetization_on Financial module > To be invoiced) Select the project you want to invoice and click on monetization_on Invoice.
(From project) Financial tab, click on Add invoice - Configure the invoice options.
- Click Generate on the top right of the screen.
- If necessary make adjustments to the layout, document text, and advanced settings.
Do you wish to set up your invoices more quickly in the future? Check "skip this popup next time" at the bottom of the pop-up screen. - Generate
Not connected to a project
- Go to monetization_on Financial module > Invoices
- Click on Add invoice
- Fill in the details and configure the invoice options.
- Click on Generate
If you wish to create a similar invoice to one of your already existing invoices, you can create a duplicate. This will save you time, as the previously configured settings of the original invoice, like document text, subproject selection, and advanced settings, will be copied.
- Open the project that you want to invoice.
- Click on more_vert next to the invoice that you want to duplicate
- Choose "duplicate"
The content of the invoice, like the project price, will be based on the actual project data at the time of generating the duplicate. This content will not be copied from the original invoice.
Invoice options
Before selecting Generate, users have additional options to customize and edit the invoice. Here are the settings explained:
- Number Series: Used to keep track of different types and quantity of invoices. Can be edited in settings Configuration.
- Number: Used to add an unique number outside of your number series (Optional)
- Date: Date of invoice.
- Due Date: Due date of invoice.
- Payment Term: Determines how much time your client has in order to pay. Can be edited in settings Configuration.
- Choose to invoice the whole total in one go or to make a partial invoice before document is generated.
- Create and mark individual payments within a single invoice after generated. Take a look at this article.
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:
- Go to the Financial tab of a project.
- 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:
- Generate an invoice.
- Click on edit edit
- Select a different Due date or Payment term.
After generating your invoice, you can download the document as a Word, PDF or XML file by clicking on or you can email your invoice by clicking on
In settings Configuration > Customer communication > Communication, you can choose to always BCC invoices (or all emails) to an email address.
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 the subproject's you don't want included in the total or simply put in a percentage you want charge based on the total invoice amount.
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.
Tip: Check out this article for more partial payment options for your invoices.
Note: When you create partial invoices with split invoice moments (e.g., 60% before and 40% after an event), they may appear twice in the monetization_on Financial module. To track them more easily, add the Percentage of partial invoice column to your view. Visit this article to learn more.
See the total amount of invoices paid
Now, when marking multiple invoices as paid, you can see the total amount paid for a clearer overview.
To see the total amount of invoices paid:
- Navigate to the monetization_on Financial module and open the Invoices sub-folder.
- Select the invoices you want to see the total amount of.
- Click on
There are several ways to export your invoices:
- Export your invoices to QuickBooks Online.
- Export your invoice to Xero.
- Manually export your invoices.
- Build a connection with the Rentman API.