Rentman Academy - Invoice your customers

Reading time: 30 to 40min

Good to see you here! You have prepared everything and now comes the time to send the invoice. There are a few details that need to be taken care of.

If you get lost or stuck at some point in the process, please don't hesitate to ask our Support team for help in the bottom right corner of your screen. They will be happy to assist you. 


Financial settings on the project

1 - Go back to the Financial tab of the project. Check the tax scheme underneath the total price without tax. Is it the scheme you would normally apply? If not, change it.

Another thing catches your eye: your additional conditions are empty. Due to the equipment used on this project and the exceptional location, you want to make sure that if an item is broken or lost, the customer is fully responsible, no matter the circumstances of the incident. Also, in case of a late payment, a penalty of 100 [money currency] will be charged.

2 - Add these terms in the additional conditions.

Last but not least, you want to make sure that the customer pays 30% before the event and 70% after the event.

3 - Select the correct invoice moment

This has been set up in Finance - Implementation.

When the time comes, the invoice will show up in the To be invoiced tab of the invoice module with the percentage of the project that needs to be invoiced.

Creation of the invoice

How-to: Generate your invoices

The event will take place soon and as you need to invoice 30% before the first day, it is time to create the first invoice.

4 - Click Add invoice. Check that the data are correct and make sure only the first invoice moment is selected. Generate and choose the document template of your choice.

Let’s fast-forward in time here. The event has started and the customer has not paid yet. You are quite worried so you check the financial overview of your project to know what’s going on. Next to the invoice number, on the right, you can see that the status is still open. This confirms that you did not receive any payment.

5 - You decide to send a payment reminder. Create the document.

Alright, the customer paid right away after the reminder. They just genuinely forgot because of the stress of the event. It was a big success by the way, you should be proud! Now comes the time to invoice the rest of the project.

6 - Click Add invoice as you did for the first one. To invoice the rest of the project, you will need to subtract the first invoice to the total. To do so, please follow these steps:

Select 100% of the project From these 100% of the price, you need to subtract the invoice already created.

Scroll down until you see the section called “Invoices to subtract”.

Add the invoice you want to subtract from the total. The one you have previously generated.

Do not generate the document yet.


Indeed, you may have a good relationship with them, but they did pay late and therefore broke your conditions.

7 - You decide to charge a penalty fee for the late payment. Add this amount as an invoice line. Make sure the description is clear enough so the customer knows why they are charged extra.

8 - You can now generate the final invoice.

Perfect, that’s how the money starts coming in. It is now time to dig deeper into the functionalities of Rentman. You can learn more about planning your equipment, planning your crew or booking equipment if you haven’t already. If you have completed Level 1 of all your modules, it is now time to have a look at Documents & Communication - Level 1 before moving up to level 2!

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