Payment tracking
Rental payment tracking: know who owes what, today
Every hire, extension and charge raises its own invoice, and every payment, deposit and bond is recorded against it. So the answer to "who owes us money?" is one screen, not an afternoon with the bank statement.
USD 149 a month per business · unlimited staff, cars and bookings
The problem
Money slips between booking and bank
Payments arrive by card, cash, transfer and EFTPOS, bonds come and go, and charges get added after the car is back. Unless each one is tied to a bill, things slip.
- Part-payments and extensions leave balances nobody notices.
- Bonds are held long after the car came back, or refunded twice.
- Refunds go out without anyone else checking them.
- Chasing late payers depends on someone finding the time.
What it does
Every dollar tied to a bill
An invoice for everything
Bookings, extensions, return charges, damage charges and rent-to-own fees each raise an invoice, with a status from Draft to Paid.
Payments applied to bills
Record a payment and apply it to the customer's open invoices, oldest due first, with the method and a reference.
Deposits and bonds
Booking deposits and security bonds are kept apart. See every bond held, waiting to settle and refunded this month.
Refunds with approval
A refund is requested, approved by someone with permission, then marked paid out. The customer is emailed when it's done.
Reminders on a schedule
Rules such as 3 days before due and 7 days after, at the time you choose. Reminders stop when a bill is paid, voided or paused.
Reports and exports
Revenue, money owed and the rent-to-own portfolio among seven reports, each with a CSV export that opens in Excel.
Finance overview
The money side of the business at a glance
Outstanding, overdue, collected this month, deposits held and refunds pending. Overdue payments list who owes what and how late it is, with a reminder one click away.
- Receipts as PDFs, emailed or downloaded
- Voiding an invoice needs a reason and permission
- Changes are recorded in the audit log
Every screenshot is the real product, with demo data for a made-up business.
Good to know before you buy
- BookandManage tracks payments; it isn't a payment processor. Take the money the way you do now and record it, and the invoice, receipt and reports follow.
- Reminder emails go from your own email address, so connect it in Settings first.
- Tax invoices follow your country's tax name and rate, and lines can be marked taxed or untaxed.
Questions
Questions we get asked
Does BookandManage take card payments?
No. It records payments taken by card, cash, bank transfer or EFTPOS, applies them to invoices and issues receipts. Keep using your card terminal or bank for the money itself.
How are bonds handled?
The bond is taken at check-out and recorded as a security deposit. At check-in, or after an inspection, it's refunded, partly refunded, applied to charges or held while damage is sorted out.
Can I stop reminders for one customer?
Yes. Pause reminders on an invoice, or send one straight away. Reminders also stop by themselves when the bill is paid or voided.
Can I export payments for my accountant?
Yes. Lists and reports export to CSV, which opens in Excel or Google Sheets.
Read how it works
Tomorrow's pickups, sorted today
Start now and the setup wizard walks you through the rest. Or book a call and we'll show you round with sample data first.