Invoices, payments and bonds

The Finance area is everything to do with money: invoices, payments, bonds, refunds and reports. You need the See finance permission to open it. The overview shows what's outstanding, what's overdue, what was collected this month, deposits held and refunds pending, with New invoice and Record payment buttons.

Invoices

Every booking creates its own invoice, and so do extensions, return charges, damage charges and rent-to-own fees. You can also raise one yourself.

app.bookandmanage.com/invoices

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Invoice statuses are Draft, Sent, Viewed, Partially Paid, Paid, Overdue and Void.

A new invoice

New invoice asks for the customer, optionally a booking (the amount is added to what they owe on it), line items (tick which are taxed), the due date and notes. Quick-add lines save typing:

• Toll + admin fee
• Traffic fine admin ($35)
• Cleaning fee ($120)
• Damage repair
• Extra day

Change any amount before you issue it.

On the invoice

• PDF downloads the tax invoice. Issue & email sends it to the customer with the PDF attached.
• Record payment against it.
• Void invoice needs a reason and the Approve money decisions permission. An invoice with payments on it can't be voided.
• The Payment reminders card shows whether automatic reminders are on for this invoice (you can pause them), which reminders have gone, and Send reminder now.

Payments

Record payment (from the Create menu, an invoice, a booking or a customer) asks who it's from, which open invoices to apply it to (oldest due first), the amount, the method (card, cash, bank transfer or EFTPOS), a reference and a note.

Each payment has a type, so reports can tell them apart: rental payment, booking deposit, security deposit, rent-to-own instalment, damage charge, late fee, extra kilometres, extension and refund.

From a payment you can download or email the receipt and request a refund.

Deposits and bonds

There are two different deposits:

• The booking deposit secures a booking. By default it's 30% of the total, set in Settings, Rental.
• The security bond is taken at check-out and refunded after the return. The amount comes from the car's model or category, or your default ($400 unless you change it). It isn't taxed.

Finance, Deposits lists every bond: what's held now, what's waiting to settle and what was refunded this month. Bonds are settled from the booking (at check-in or after an inspection), not from this page. A bond is Held, Partially Refunded, Refunded, Applied to Charges or Forfeited.

Refunds

Refunds have a simple approval flow so money doesn't leave the business by accident.

Finance, Refunds has filters for what's waiting to be approved, waiting to be paid out, paid out and rejected.

Payment reminders

Reminders are emails that go out on a schedule you set, so nobody has to remember to chase. Set them up in Settings, Payment reminders:

• Send at: the time of day, in your time zone.
• One email per customer or one per bill.
• Invoices: rules such as "3 days before due: Payment due" and "7 days after: Payment overdue".
• Rent-to-own instalments: rules using the rent-to-own payment reminder.

There are no rules until you add them. Each reminder is sent once per bill, reminders stop as soon as a bill is paid, voided or paused, and a reminder more than two days late is skipped rather than sent late. Your email must be connected.

Reports

Finance, Reports (needs See reports) has seven reports:

Report	Shows
Revenue	What you invoiced and collected
Fleet utilisation	How much of the time your cars are on hire
Bookings	Bookings over time
Leads and conversion	Where enquiries come from and how many become hires
Rent-to-own portfolio	Contracts, what's been paid and what's still owed
Money owed	Everything outstanding as of today
Maintenance costs	What servicing and repairs have cost

Each has a period picker, headline figures, a chart you can switch to a table, sortable details and a CSV export that opens in Excel.