Invoices and long rentals
When Rental makes the invoice, how payments are recorded, charges after the return, and long rentals billed every week or month until they come back.
Rental makes its invoices in your Ellibo books - the same numbers, GST, posting and reports as invoices made in Accounting. Rental never moves stock through an invoice; stock moves at pickup and return (see Stock moves in Inventory).
When the invoice is made
In Settings > Preferences, Make the invoice when:
- The order is confirmed - when it is reserved.
- The items are picked up
- The items come back
You can also click Bill now on an order at any time. Each line and each charge is billed only once.
Payments
Click Record payment on the order, pick how it was paid and the amount. It becomes a payment in your books, settling the order's invoices oldest first; anything over stays as an advance for the customer.
On Standard and up customers can pay online from the quote or their rental page, through your own payment gateway (Settings > Integrations, see Online payments and integrations). The payment is recorded by itself.
Charges after the return
Late fees, damage, missing parts and cleaning are billed on a charges invoice. If you keep part of the deposit, it pays that invoice.
Long rentals billed every period
On Professional and up, set Billing on the order to every week or every month. Rental then bills one period at a time, every week or month from the pickup, until the items come back; the last invoice covers the days up to the return. Each invoice is emailed to the customer when email is on.
Tax on invoices
Invoices follow GST: CGST and SGST when the customer's place of supply is your state, IGST when it is another state, with the HSN / SAC code on each line. Deposits held are not taxed; a deposit kept for charges pays a taxed charges invoice.
The Invoices page
Invoices lists every rental invoice and credit note with its order, customer, amount and what is still due. Open one to see it in your books.