Creating an Invoice
Invoices in CloudRent Pro are generated from rentals with all line items, customer details, and pricing automatically populated. This guide shows you how to create professional invoices and get them to your customers.
Creating an Invoice from a Rental
Open the rental (Reserved, Active, or Returned status)
Click "Create Invoice"
Review the invoice details
Click "Create"
The invoice is created with all rental information pre-populated.
What Auto-Populates
Field |
Source |
|---|---|
Customer |
From the rental |
Billing Address |
Customer profile |
Line Items |
Equipment from rental |
Pricing |
Calculated from rental duration |
GST |
Calculated at 10% |
Payment Terms |
Customer default or company default |
Invoice Number |
Auto-generated sequence |
Invoice Number Format
Invoice numbers follow your configured format:
Prefix — e.g., "INV-" or "2026-"
Number — Sequential, auto-incremented
Example: INV-2026-0001
Configure the format in Settings → Invoicing → Invoice Numbering.
Editing Before Sending
Before sending, you can adjust:
Line items — Add, remove, or modify
Prices — Override calculated amounts
Discounts — Apply invoice-level discounts
Notes — Add customer-visible notes
Due date — Adjust payment terms
💡
Tip: Review the total carefully before sending. Changes after sending require credit notes or corrections.
Sending the Invoice
Click "Send Invoice"
Review the email — Customise if needed
Click "Send"
The customer receives:
Email with invoice summary
PDF attachment (if enabled)
Link to view and pay online
Invoice Statuses
Status |
Meaning |
|---|---|
Draft |
Created but not sent |
Sent |
Emailed to customer |
Viewed |
Customer opened the invoice |
Paid |
Full payment received |
Partial |
Partial payment received |
Overdue |
Past due date, unpaid |
Downloading PDF
Open the invoice
Click "Download PDF"
Save or print the document
PDFs include your company branding, all line items, and GST breakdown.
Standalone Invoices
Create invoices not linked to rentals:
Go to Invoices
Click "New Invoice"
Select customer
Add line items manually
Save and send
Use standalone invoices for:
Damage charges
Service fees
Items not on a rental
Invoice Breakdown
Invoices show:
Invoice Total Calculation
Equipment Hire Total
+ Delivery/Collection
+ Other Charges
− Discount
= Subtotal (ex GST)
+ GST (10%)
= Total Due
ℹ️
Note: If your prices include GST, the invoice backs out the GST component. Configure this in Settings → Company → GST Settings.
Voiding an Invoice
If an invoice was created in error:
Open the invoice
Click "Void Invoice"
Enter reason
Confirm
Voided invoices remain in your records but show as voided. The invoice number isn't reused.
⚠️
Warning: Don't void invoices that have payments recorded. Use credit notes instead to maintain accurate records.
Credit Notes
For refunds or corrections on paid invoices:
Open the invoice
Click "Create Credit Note"
Enter credit amount and reason
Create
Credit notes reduce the customer's balance and can be applied to future invoices.
Tips for Invoicing
📝 Invoice Promptly
Send invoices as soon as rentals are confirmed or returned. Delays affect cash flow.
💰 Use Online Payments
Enable Stripe payment links for faster collection.
📂 Check Before Sending
Review line items and totals. It's easier to fix before sending than after.
🎯 Set Reminders
Configure automatic payment reminders for overdue invoices.