Getting paid

Starting from a booking

Build a quote from a booking and the lines come across with their quantities and prices already on them, damage charges included at the item’s replacement price.

Saving a quote also updates the booking’s lines to match, because a quote is where the job is negotiated. An invoice deliberately does not — it bills for what was agreed, and plenty of invoices have no booking behind them at all.

A quote is never refused for stock. If its lines ask for more than is free on the booking’s dates, the quote page says which items are short and by how many, and the booking appears on Conflicts until it is sorted out.

Billing a service

Decoration, planning, a setup crew — anything you sell that is not stock — goes on Services, with a starting price and what that price is per (for example per event, per hour, per person-hour, per person-day, per day, or your own). On a quote or invoice line, pick it under Your services and its name and price fill in.

Every job is a different size, so the price is only where you start: the line’s quantity, description and price all stay editable. Four people for six hours of a per-person-hour crew is a quantity of 24. A service never touches your stock or the booking’s items, and changing its price later does not change a document already written.

A line picked from a service remembers it, and Billed this year on the Services page counts issued invoices for it, before document discounts and tax. Where a booking has a crew roster, Add crew labour turns it into lines per role: only shifts with start and end times are counted, hours are rounded to the nearest hour, and shifts without times are named so you can add them by hand. The lines are a copy of the roster at that moment; add them again to refresh.

What gets frozen, and when

A document copies its prices, its tax rate, its payment terms and its wording from your settings at the moment it is created, and then keeps them. Repricing an item next month cannot reach back into an invoice you have already sent.

The same is true of its currency. A document prints in the currency it was written in for ever, because a total restated under a new symbol states an amount nobody was charged.

Tax and discounts

One tax rate per document, applied once to the net after any discounts. A discount can be a percentage or an amount, on a single line or on the whole document, and one that is bigger than the thing it discounts is refused rather than quietly capped. The per-line discount column only prints when a line actually has one — a column of dashes is a column of nothing.

Issuing an invoice

Issuing allocates the number and stamps the moment. The invoice date printed on the document and the due date worked out from your payment terms are separate from that stamp and can be backdated without disturbing it — one is what the document says, the other is what happened.

How your documents look

Settings → Finance decides what every quote, invoice and receipt looks like. Choose a template (the picker shows each one), an accent colour from the presets or your own, and the size and position of your logo. Show on documents picks which of your company details are printed. Number prefixes for quotes, invoices and receipts, and the default payment term, live there too.

Bank details are a list of accounts; the first is the primary and prints first on every document. A default security deposit percentage can be set for the whole company and changed per booking — see Security deposits below. Changing any of this restyles documents on screen and in print, but the words and amounts on one you have already issued stay as they were.

Sending a quote or invoice

Email quote or Email invoice on the document’s Details tab sends the customer a link to their own copy, which they can print or save as a PDF. Once a document has been sent, Copy link gives you the same link to send another way. Emailing a draft quote marks it sent; an invoice has to be issued first. A draft is never visible through a link.

A customer can accept a sent quote from their copy by typing their name, or decline it. Accepting records who accepted and when, and confirms the booking if it is still tentative — unless the stock is no longer free, in which case the quote stays accepted and the booking waits for you to decide.

When a scheduled invoice is overdue

An invoice with a deposit and a balance is overdue when the part still owed is late. Until the deposit is covered, that is the invoice’s due date. Once it is, the balance date takes over: a paid deposit is not chased as overdue weeks before the balance is due, and an unpaid balance is overdue on its own date even if the due date is later. Reminder emails still count from the due date.

Reminders for unpaid invoices

Turn on Email customers about unpaid invoices in your finance settings and RentWeave chases issued invoices for you: a note 3 days before the due date, then 1, 7, 14 and 30 days after it. Each email states what is still owing, not the full total, and carries the customer’s link. Replies come to your company email. Reminders stop by themselves once the invoice is paid or voided.

An invoice needs a due date and a customer with an email address to be reminded about; its Details tab says which reminder went last, when the next one goes, or why none will. Pause reminders there spares one customer you are handling yourself. Moving the due date starts the schedule again, and an invoice already more than a month late when you switch reminders on is left for you to chase.

Payments and receipts

Record a payment and a receipt is issued in the same breath, part payments included. It is never behind a separate button, because a receipt somebody has to remember to press is a receipt that gets forgotten.

Reversing a payment marks its receipt void rather than deleting it. A receipt that went to a customer is a fact; the void is what says it no longer stands.

Damage that was never charged

Uncharged damage lists every returned booking still carrying damaged or missing units that are not on an issued invoice and have not been waived, oldest return first, valued at the item’s replacement price.

Starting an invoice from that list drafts one holding only the outstanding damage lines, with prices you can still edit. A draft does not clear a row — the list says how much of it is “on a draft invoice” rather than treating a draft nobody has sent as money collected. Issuing the invoice clears it; voiding that invoice puts it straight back on the list.

The other way to clear a row is to waive it: forgiving what is owed, with a required reason, up to whatever is still outstanding. Waiving needs the same permission as voiding a document, because forgiving money is that authority. A waiver can be revoked — the debt returns to the list — but the waiver itself is never deleted, so the booking’s history keeps a record that it happened.

The booking page shows what is uncharged and who waived what only to people who can see finance. A booking with no customer cannot be charged from the list — add the customer first — though it can still be waived.

Security deposits

A security deposit is the customer’s own money, held against damage and handed back. It is not the deposit on an invoice’s payment schedule, which is part of the bill. Set a default percentage of the hire in finance settings, or agree an amount on the booking (0 means none).

Record what you collect on the booking; each collection gets a receipt. Security deposits lists bookings going out within seven days without their deposit, and finished or cancelled bookings still holding one.

To keep money for damage, charge the damage on an invoice as usual, issue it, then choose Pay from deposit on the invoice. That is an ordinary payment with its own receipt, so the customer sees exactly what was kept and why. Reversing that payment puts the money back on hold. Refund whatever is left from the booking; the settlement statement shows every movement and what is held now.

Your currency

Set on your finance settings, and it governs every document you send. It has nothing to do with what you pay for RentWeave, which is always in US dollars. See the currency reference for what is available.