There are four main ways to generate an invoice in OnRent:

The Order Invoice will charge for items on a specific order from their charging start date up to a specified period. This can be done at any point even if the items are not yet on rent, which means you can do this to produce an advance invoice for any period you like. Note: this cannot be done for quotes until they are converted into an order.

To generate an order invoice, navigate to the order and select the Invoice Order option in the actions list:
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This will then pop up the following screen:

Select the invoice date and the date you wish to charge up to (and including), then select OK. This will calculate rental charges and generate an invoice to print or email to the customer. Note: the Description field is just for your own reference and it will not appear on your document by default.

You can only have one draft invoice against an order, to create multiple invoices for multiple dates or ad hoc invoices you must have confirmed/issued/posted the previous invoices.

The Invoice Run is a very powerful tool which you can use to bill multiple orders in one go, so you don’t need to invoice each order individually. For more information about this process, please see our Invoice Run guide at https://intercom.help/OnRent/en/articles/3471476-creating-an-invoice-run

Manual Invoices are useful for charging a deposit, transport charges or any other sundry rental/sales items.

To generate a manual invoice, navigate into the order and select the Add Invoice drop down list, from here you can select Invoice or Credit. 

Select Invoice and this will open up a new invoice screen populated with the order information.

Select Add Invoice and it will move you onto the Invoice overview screen. You can also get here by going into Invoicing > Invoices & Credits > Add Invoice, however you will need to specify an order in the Order field if you would like it to be linked.

You can add in any invoice items in here including Rental, Sale and Non-Stock. 

Note: You can add visible text to your invoice using the External Description field within the Notes tab. Whatever you write here will appear on the document in the footer by default. The Description field is for your own use however and will not appear by default.

When you have finished adding items, you can can print or email the invoice to the customer and return to the order.

Once you’ve created an invoice, then your next step will be to send it to your customer. For more information about this process, please see our guide at https://intercom.help/OnRent/en/articles/5230747-how-to-email-an-invoice-credit-note

Please note that currently OnRent can only email invoices individually, however we are planning on building a Bulk Email Invoices tool so you can send multiple invoices to customers in a few simple clicks.

If you’ve linked On Rent to an accounts package, such as Xero or Sage etc, then you can post/export your invoices to these by navigating to an invoice and then clicking Post Invoice. When you confirm this decision then your invoice (and all the financial data) will shortly appear in your accounts package.

If you are not linked to an Accounts Package, then Post Invoice will produce a CSV file for the financial data for each item on that invoice – this could be useful if you maintain your accounts manually or you link to software which OnRent doesn’t integrate with yet, since these can often import data from CSV files.

Note: Once you have posted an invoice, you can no longer edit or delete it, in order to avoid any potential mismatch of data with any accounts packages. However you can still issue a Credit Invoice if you need to make any changes

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