This article will give you a brief overview of the Billing section and how to use it.

From the Billing section you can:

Create and edit invoices
Export invoices and statements
Download, print and send invoice emails
Request online payments

To get started go to Operations - Billing.

There are three types of invoices you can create:

Single booking invoice
Multiple booking invoice
Manual invoice with no bookings

Let’s start by getting acquainted with the different options available in the billing section:

1 - Filters

The filter can be used to search for and view invoices. You can filter invoices by

Customer name
Booked by name
Passenger name
Company name (From My companies)
Date

Note: Select the filters here before using the 'Export' option to consider those filters in the export.

2 - Status

The status column shows you the current status of the invoices.

Generated - Once an invoice is saved
Downloaded
Emailed
Printed
Cancelled
Payment received - When a corresponding receipt has been entered
Payment requested - When a payment has been requested using the payment gateway

3 - View Totals

You can view totals by clicking on the text 'View totals'. The amount visible here is based on what
filters are used. If no filters are used it will show you totals across your entire business.

4 - Add Invoice

The add invoice button lets you add a new invoice for a duty/booking that has been completed.
To learn How to add a booking

5 - Large Gear Icon

The large gear icon lets you export your invoices, and export invoice duties.

6 - Small Gear Icon

Find options available in this menu based on the status of the invoice.

Tip: Click on an invoice to open it.
Tip: Right click on an invoice to view the gear icon menu.

7 - Total view

By clicking on view, you will get to know the total number of invoices generated.
To learn more on creating invoices, click here How to create an invoice

Tip: Right-click on any invoice to view options

Understanding your invoice

Once an invoice is saved it will be visible in the Billing section. To view the invoice simply click on it.



Once an invoice is opened you will get Five options at the top right of the screen.



Edit - Used to make changes on the invoice
Download PDF - Used to download a PDF of the invoice and saved on your computer
Request payment - Used to send an online payment request using the payment gateway.
Learn more about the Payment gateway
Print - Used to take a print of the invoice opened
Email - Used to send an email of the invoice

Note: Based on these actions used the status of the invoice would be updated accordingly.

Editing an invoice

When you click on edit, your invoice will be in edit mode. At the bottom right of the screen you will get a
number of options using which you could edit your invoices. These options are also available while
creating an invoice as well. Take a look at How to create an invoice.



Add custom row - Use this to add a custom text row that you which to include on an invoice. There
are two types of rows available, taxable and non-taxable.

Add booking - Use this to add bookings to the invoice, you can add as many bookings to a single invoice as needed.

Add advance - Use this to select a receipt added as an advance. Learn more about How to add advances here

Add tax - Use this to add tax to the invoice. Taxes would be visible for selection based on the taxes
added in the taxes master.

Add discount - Use this option to add a specific type of discount to an invoice. There are three types of
discounts you can add to an invoice.

By amount - Add a specific amount that you would like to discount from the invoice
By % - Add a percentage you would like to discount from the invoice
By % on car hire charges - Add a percentage you would like to discount from the car hire charges only

Add surcharge - Use this to add a credit card surcharge percentage on the invoice.

Note: Taxes, discounts and surcharges can be permanently set in the Customer master.

Exporting Invoices and creating statements

There are 3 types of exports available in the billing section.

Export invoices
Export invoice duties
Export invoice duties of a specific invoice

Exporting Invoices:

To export all invoices click on the large gear icon and select ‘Export Invoices’. Select the date range you would like to use while exporting. Select the payment status of invoices in the export and lastly click
on the checkboxes you would like as columns in the sheet exported.

Tip: Enter filters before clicking on ‘Export Invoices’ to export based on those filters.

Note: You don't need to select checkboxes everytime while exporting. Create export profiles instead.

Learn here: How to create export profiles

Exporting Invoice Duties:

Export Invoice Duties lets you export duty level data that has been billed.

This can be exported for all customers or for a specific customer. To export, all invoice duties click on the
large gear icon and click on ‘Export Invoice Duties’ To export invoice duties for a specific customer, type the customer name in the filters before selecting ‘Export Invoice Duties’ to get the export invoice duties pop-up. From the Export Duties pop-up, you can select a date range and the different columns you
want to export from the system.

Export invoice duties of a specific invoice:

You can export invoice duties of a specific invoice by using the small gear icon. Click on the small gear
icon and select ‘Export Invoice Duties’ Select the columns you want to export from the export duties
pop-up and click export to export the invoice duties.



Once you receive payments from your customers against invoices, you can create an entry for them in
the receipts section.

Next: Receipts

Updated on: 15/09/2020