Central to the features of OnRent is the Invoice Run feature. This is designed to automatically create one-time and recurring invoices for your customers on a regular schedule, as well as create invoices for your customers, as needed.
An invoice run gathers information from your orders and is great for long term rentals with recurring billing and for repair work carried out in the workshop. An invoice run generates invoices and creates a batch for you to review.
With the invoice run feature you can:
Run specified date invoice runs
Use Invoice run codes to separate out invoices into their own run
Run depot specific invoicing
Run account specific invoicing
Ensure you have invoiced for everything you need to
Get Started
Head to the navigation bar > Invoicing > Invoices and Credits and select Invoice Run.
You will come to this screen:
Enter the following details:
Name - The Name automatically populates with the current date and time, if you wanted to rename this simply enter your new name in the Name field.
Invoice Date - This is the date you would like on the invoice.
Invoice Up to Date - This is the date you would like your invoice calculation to charge up to.
Description - You can add in any further details or notes in here
Depots - If you have multi-depot, you can run depot specific invoice runs by assigning the depot to the invoice run. If you leave this field blank, this will run the invoice run for all of the depots you have access to
Invoice Run Code - If you need to exclude certain orders or customers from an invoice run or do an invoice run for a specific collection of orders or customers, then you can assign an invoice run code here
Note: If you have orders or accounts that have a run code, they will not be included in the invoice run unless you select the run code.
Only Invoice Returned Items - If you only want to generate invoices for your returned equipment, change this to YES
Account - To run an invoice run for a specific account, search for the customer and it will only generate invoices for this specific account
There are separate sections for the Rental/Sale Orders and Works Orders, where these options will apply to these areas only. This is great for creating an invoice run for just your Rental Orders or your Works Orders etc.
Once you have entered all of the above details, click OK to run the invoice run
You will receive a notification when the invoice run has finished and can view and print the invoice batch in Invoice Batches.
If you do it wrong, you can simply delete the batch and invoices and start again. For more information please see our guide for how to delete an invoice batch.
Quick Tip: The invoice run will run in the background so you can carry on using OnRent and you'll be notified by email when it's ready to view!
FAQs
Can I email all of the invoices out in one go?
Yes, simply head to Invoicing > Email Invoices to use our bulk email invoicing tool.
Can I separate my workshop invoice run from my rental invoice run?
Yes, use the “Include in Invoice Run” switches in the rental and works orders sections to control which orders you’re going to invoice.
Can I do an invoice run for a select few customers?
You can control which customer will be invoiced by using the Account field – this will only pull in rental,sales or works orders for that particular customer. However this will only let you select one customer at a time, so can’t specify a range of customers to invoice in one go.
Do you need Help? Start a conversation using the Blue help bubble at the bottom-right