FleetHire - Invoices

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

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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
 

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  • Select the required invoice template from the dropdown options
  • Once templates have been selected you can view PDF
  • Additional files - Attached required
  • Once files are attached you can View PDF
  • Click on Back
  • Click on Send to Email

 

 

 

 

Next Step - FleetHire - Assets - View & Send On/Off Hire Checklists

 

 

 

 

 

 

 
   
   
   
   
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