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

  1. (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
  2. Check 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  Generate on the top right of the screen.
  7. 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. 
  8.   Generate  

Not connected to a project

  1. Go to monetization_on Financial module > Invoices
  2. Click on  Add invoice
  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
Duplicate an invoice

If you wish to create a similar invoice as one of your already existing invoices,  you can create a duplication. This will save you time, as the previously configured settings of the original invoice like document text, subproject selection, and the advanced settings will be copied. 

  1. Open the project that you want to invoice. 
  2. Click on more_vert next to the invoice that you want to duplicate
  3. 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. 

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. Click on edit edit 
  3. Select a different Due date or Payment term.
Download or email your invoice

After generating your invoice, you can download the document as a Word, PDF or XML file by clicking on mceclip0.png or you can email your invoice by clicking on mceclip1.png

 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. 

01.05.2024_14.50.32_REC.png

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.

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:

  1. Navigate to the monetization_on Financial module and open the Invoices sub-folder.
  2. Select the invoices you want to see the total amount of.
  3. Click on

total amount of invoice.gif

Export invoices

There are several ways to export your invoices:

FAQ

Can I create a refund/credit note invoice?
Yes, take a look at this article on how you can do that.
How can I mark my invoice as paid?
You can mark an invoice as paid within the invoices itself, project or the invoices submodule. Please take a look at the article here.
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