How to manage billing and payments
Manage invoicing and payment collection to keep your rental business finances organized. For example, when a customer is ready to pay for their equipment rental, you can generate a professional invoice with all charges, taxes, and deposits, then record their payment—whether it’s cash, card, or bank transfer—keeping complete financial records automatically.
How it Works
For each order, you can create invoices, record payments, and track outstanding balances. The system automatically calculates totals including taxes and deposits.
View Order Financials
Open an order and click the Billing & Financials tab.
You’ll see the invoice summary, payment history, outstanding balance, and security deposit status.
Create an Invoice
In the Billing & Financials tab, click Create Invoice.
The system automatically includes all rental items and quantities, rental period and rates, applicable taxes, security deposit amount, and any discounts applied.
Review the invoice details and click Generate.
The invoice is created and can be sent to the customer.
Note: Invoice generation uses the pricing and tax rates configured in your order.
Create a Proforma Invoice
A proforma invoice is a quotation or estimate before final billing.
Click Create Proforma Invoice.
Review and adjust amounts if needed since estimates can differ from final billing.
Click Generate and send the proforma to the customer for approval.
Note: Proforma invoices don’t affect accounting - they’re for customer preview only.
Record a Payment
In the Billing & Financials tab, click Add Payment.
Enter the amount received, payment date, payment method (Cash, Card, Bank Transfer, etc.), and reference number or transaction ID.
Click Save.
The payment appears in payment history and the outstanding balance updates automatically.
Manage Security Deposits
When taking a deposit, add the security deposit amount when creating the order.
Choose percentage or fixed amount—configure the default in Security Deposit Settings. It’s included in the invoice total and the customer pays it upfront.
When returning a deposit after successful return and inspection, click Refund Deposit.
Enter the refund amount (full or partial), select the refund method, and record the transaction.
If keeping the deposit for damages, document the damage with photos, calculate damage cost, deduct from deposit, refund the remainder if any, and update the customer with a breakdown.
Download and Send Invoices
After creating an invoice, click Download Invoice or the PDF icon.
The invoice downloads as a PDF file.
To email to the customer, use your email client and attach the PDF, or use the built-in Send Invoice button if available.
Note: Invoices include your business details, order items, and payment terms.
You’re all set!
You have now successfully learned how to manage billing and payments in Rentablez.
For related topics, see Order Documents to upload signed agreements and receipts, and Returns Management to process returns before final billing.