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 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.

To be invoiced subfolder

In the To be invoiced subfolder of the monetization_on Financial module, you will see all the projects you still have to invoice. 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 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 the document as a Word, PDF or  XML file by clicking on mceclip0.png

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 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 monetization_on Financial module > Invoices
  2. Select the invoice for which you want to create a credit note.
  3. Click on More options more_vert button.
  4. Select "Create a credit note"

Not connected to an invoice

  1. Go to monetization_on Financial module > Invoices
  2. Click on  Add invoice
  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 monetization_on Financial module > Invoices
  2. Select the invoice(s) you want to mark as paid
  3. Click on More options more_vert button or use the shortcut: ALT + P 
  4. Select "Edit payment status"
  5. Select "Yes"
  6. (Optional) Change payment method and date
  7. Save

 

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