Invoicing and payments
How a finished rental turns into an invoice, how customers pay it, and how to keep track of who still owes you.
Understand the billing check
Anything you require, like the scale ticket, the tons, or the placement photos, is collected in the driver app before a trip can be marked done. Closed rentals then sit on the Exceptions screen until they are invoiced, alongside anything else blocking a clean bill, like a missing PO number or an order with no price. That way an invoice never goes out with a hole in its paperwork, which is exactly what customers use to argue a bill down.
Close the rental and send the invoice
Close a rental and the invoice writes itself: the base price, swaps, trip fees, extra days, and extra tons are already on it as separate lines. It goes to the customer by email with a pay-by-card link, and when they pay, the order marks itself paid on its own.
Check who still owes you, once a week
The Aging screen is simply the list of who owes you money and how long they have owed it. Glance at it weekly and follow up on anything past 30 days. You can also set up automatic late fees and reminder emails under Settings so the software does the nagging for you.