AV Nerds has been running Rentman for a year and they've got their quoting and project flow down. But invoicing? That's still a mess — some invoices go out from Rentman, some from QuickBooks, and no one on the team is quite sure which system is the source of truth.
Sound familiar? You're not alone.
Rentman supports several invoicing workflows, from handling everything inside Rentman to using it purely as a quoting tool while your accounting software manages all financials. This article outlines the four main approaches so you can pick the one that fits how your business actually works.
Rentman integrates with the following accounting platforms:
In addition, Rentman provides an open API that allows you to build custom connections tailored to your workflow.
You can also update Rentman when an invoice has been marked as fully paid in your accounting software, keeping financial data in sync across both systems.
Overview of invoicing options
Option 1 — Fully handle invoicing in Rentman
Create and send the invoice from within Rentman, and track the entire financial process there. This includes the ability to send payment reminders and process partial payments.
Option 2 — Invoice in Rentman, handle finances in accounting software
Create and send the invoice from Rentman, then export it to your accounting software for financial handling. Export options include:
- Direct export via integrations with Exact Online, QuickBooks, or Xero
- Manual export
- Automatic forwarding: go to Settings > Communication > Always BCC e-mails with invoice and enter the import address of your accounting software. Many platforms can automatically read incoming invoices from email.
This option is ideal when you want to use Rentman for quoting and invoicing, but centralise all financial processing in your accounting tool.
Option 3 — Rentman as a pre-invoice tool ("Specification")
Create a document in Rentman that looks like an invoice, but label it as a Specification instead of Invoice in the document template. Export this specification via the same methods as in Option 2. The final invoice is then created and sent from your accounting software. The specification can be added as an attachment to give customers a clear overview of what the invoice is based on.
This is useful for companies where the actual financial document must originate from accounting software, but you still want to use Rentman for quoting and project tracking.
Option 4 — Full financial workflow outside of Rentman
Rentman is used only for project planning and quoting. All invoicing and financial processing is handled in your accounting system. You may use the Rentman API to transfer relevant data between systems. This approach is often used by larger organisations with custom workflows or central financial departments.