Invoices

An invoice is what somebody owes you. Most rentals invoices create themselves when a booking's signature round completes, but you can raise one at any time against a renter or a booking.

How invoices get created

• Automatically, when a booking is fully signed. The line items are copied from the booking's spaces and add-ons, and any deposit paid at signing is already recorded against it.
• Manually, from a booking, from a renter's profile, or from the Invoices screen.

Numbering

Invoice numbers come from your account's prefix and next number, both in Settings → General. Numbers are unique within your account and never reused.

Moving from another system

Set the next number above your last one before you raise the first invoice, so your numbering continues rather than colliding with history.

What an invoice carries

Line items	Description, quantity, unit price, amount
Tax	A rate per invoice, defaulting to the account rate
Discount	A percentage or a fixed amount, with a description
Service fees	Named reusable fees from Settings → Service Fees
Card surcharge	Added when the payer chooses card, if surcharging is on
Totals	Subtotal, tax, discount, total, amount paid, balance due
Dates	Issued, due, paid
Category	For reporting and agency billing

Line items can be flagged as a security deposit, which keeps that money out of your revenue figures.

Status

Status	Meaning
draft	Not sent; edit freely
sent	Emailed to the renter
viewed	They opened the public link
partial	Some money received, balance outstanding
paid	Balance zero
overdue	Past the due date with a balance
cancelled	Voided

The viewed status is worth paying attention to — it is the difference between "they have not paid" and "they never got it".

Sending

Send emails the invoice with your branded template and a link to the public payment page. Every send is tracked: when it first went, when it last went, and how many times. Resending is one click and does not change the link.

The public payment page

Every invoice has a tokenized link that works without a login. The renter can view the invoice, download the PDF, and pay by card or bank transfer. See Public Invoice Page.

The same invoice is also in the renter portal for renters who have a login, where they can pay with a saved card.

Reminders

Invoices chase themselves. Per invoice, or from the account defaults in Settings → Reminders:

• Days before due — a list of days to send an advance reminder
• Overdue reminders — how often to chase after the due date

Reminders go out in your account's local time, once per scheduled day, and are recorded so the same one cannot fire twice.

The subject and body come from templates you control in Settings → Notifications.

Taking payment

Every way money can arrive is on the invoice:

• Online, by the renter, from the public page or their portal
• Card on file, charged by you against a saved method
• Card reader, in person at the office — see Card Readers
• Manually recorded — check with an image of it, cash, or other, with a reference and a received date

See Payments for the ledger, fees, and refunds.

PDFs

Every invoice generates a PDF with your logo and account details. Download it from the invoice, the public page, or the portal.

Contexts

The same invoice engine serves the whole product. A rentals invoice has context rental; the Fairground side raises invoices with context vendor, sponsor, entertainment, or ticket. The context is what determines which Stripe connection the money runs through — see Payments & Stripe.