Managing Invoices and Receivables
The Invoices section in Rentopian, located under Accounting > Invoices, serves as a dedicated area to view, organize, and manage receivables. Below is a quick guide covering its main features, from customizing the invoice list to sending statements for bulk payments.
1. Customizing the Invoice List
Show/Hide Columns: You can choose which columns to display, such as invoice status or transaction number. Your column preferences are saved per user.
Reorder Columns: Drag and drop columns to the left or right to organize your workspace according to your preference.
2. Exporting Invoice Data
Use the Export option to download invoices as a PDF or Excel file. This is useful for additional analysis or record-keeping outside of Rentopian.
3. Filtering Invoices
Filter by Status: Search for open, partially paid, or overdue invoices to quickly locate outstanding balances.
Filter by Orders Only: Limit your view to invoices that are attached to orders rather than quotes. (In Rentopian, quotes also generate an invoice but are automatically voided if they don’t convert.)
Started Orders Only: Narrow down the list to invoices tied to orders that have already begun or are starting today.
Date Range Filters: Apply a specific date range (e.g., Past 30 Days) and choose whether you want to filter by the invoice creation date or the order’s start date.
Reset or Refresh Filters: Quickly clear all selected filters to return to the complete invoices list.
Click on the Filters button to see other available filters.
4. Sending Statements & Bulk Payment Requests
If a client has multiple outstanding invoices, Rentopian allows you to send a bulk payment request:
Select the Client: Click on the name of the client in the invoices list.
Choose Multiple Invoices: Mark the checkboxes next to all open or overdue invoices you want to include in a single statement. Note that checkboxes will only appear if a single client is selected.
Send for Payment: Click the Send for Payment button on the top right to email the client. They’ll receive one link to pay the total amount for all selected invoices.
Statement Generation: A statement is automatically created and can be found in Accounting > Statements. You can view, print, and compare the statement with any incoming payments.