FleetHire - Invoices

August 30, 2022 05:20

FleetHire invoices use all on hire asset information to auto fill invoice fields based on the entered date range. Invoices will include any Stand Downs entered for the date range & tracked assets can display the total hours used or additional charged hours based on set maximum usage, depending on your client settings.

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Automatically Generated Invoices

Clients can be set to auto generate tax invoices. See Client set up

All auto generated invoices will appear as per client settings in invoices for processing.

Manually Create Invoices

Go to invoices
Click on '+ Add Invoice'

Select client
Select contract from list (Contract must be in on hire status)
Enter date range for Invoice

Process Invoices

The invoice will bring in all billing information for assets on hire in the contract for the invoice date range. Unit amounts will be auto filled based on contract units types & contract rates.

If it is a tracked asset this can display the total hours used or additional charged hours based on set maximum usages. Depending on your client settings.

It is possible to override No. of units, unit costs, include discounts or remove line items all together.

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Click on save when invoice is finalised
Once invoice is saved, the following option will appear on the bottom of Invoice

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View/ Send Invoice	Set up Templates to send invoices directly to clients from FleetHire
Export to CSV	Export invoices to CSV for upload into accounting software
Delete	Deleting invoice will remove invoice totally from system
Cancel Invoice	Cancelled invoices can still be seen on the invoice main page

Click on Approved to change the invoice status
Paid in Full to change payment Status - This is automated for Xero clients
Visible to Clients - This enables the Invoice to be viewed in the Client Portal

Xero Clients - See FleetHire - Xero Integration

Jonas Premier Clients - See FleetHire- Jonas Premier Invoice Export

Bulk Action Changes

It is possible to select multiple invoices to complete bulk actions.

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Select the required invoices or clicking on the top square will select all
Select the required bulk action from the dropdown options

Approve	Bulk Approve Invoices Please Note: If Invoice has been synced with Xero, these cannot be edited

Un-approve	Un-approve all selected Invoices
Mark Paid	Mark all invoices as Paid
Mark Unpaid	Mark all invoices as Unpaid
Make Visible to Clients	Invoices will be visible in the Client Portal
Hide from Clients	Invoices will be removed from the Client Portal
Cancel	Cancels all invoices

View / Send Multiple Invoices

It is possible to email multiple Invoices at once.

Please Note: This is only possible when sending to the one Client.

Tick required Invoices
Click on Bulk Actions
Click on Email

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Select Required email template from the dropdown
Enter email address - It is possible to add static emails into Email Templates
Ensure you hit enter or tab - The email address will need to be boxed in purple when ready to send

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Adding Attachments to Emails

Click on attachments