➕ Charges After Payment: Follow-Up Invoices and Adjustments

Tolls arrive weeks later. A renter adds an extra mid-trip. You find damage at return. Fleetwire bills charges like these without rewriting the invoice your renter already paid, and lets you correct a locked charge without touching the original.

🎯 Why Follow-Up Invoices?

A paid invoice is your renter's receipt. If a new charge were added to it, their receipt would suddenly show money owed. Instead, Fleetwire:

• Keeps the paid invoice paid, and locks it (Finalized) so it never changes.
• Puts the new charges on a short follow-up invoice tagged Additional charges, listing only what's new.
• Gives the renter a clear record of what was added and why.

🛠 Which Charges Go on a Follow-Up Invoice?

Once the booking's invoice is paid in full, a follow-up invoice is used for:

• A charge you add by hand, such as a custom line or a damage fee.
• A toll or violation from a toll service.
• A pass-through fee.
• A Tesla Supercharging session.
• Any charge added after the trip has ended.

Charges that are part of the booking itself, like checkout items or a renter-paid extension during the trip, still join the booking's open invoice.

If the booking already has an open follow-up invoice, new charges join it rather than creating another one. Find follow-ups in the booking's Invoices card, tagged Additional charges, and use Collect or Send to get them paid. See Invoices on a Booking.

⚙️ Choose How Late Charges Are Billed

Prefer one invoice per booking? You can change the default.

1. Go to Settings → Checkout & documents → Invoices.
2. Find Charges added after an invoice is paid.
3. Choose one:
4. • Put them on a new invoice (recommended): the paid invoice stays paid, and the renter gets a short bill for just the new charges.
   • Add them to the booking's invoice: one invoice per booking. It goes back to showing a balance due.
4. Click Save.

✏️ Correct a Charge on a Finalized Invoice

A charge on a finalized invoice shows a lock in the Charges card instead of the remove button. To fix it, add the difference as its own line rather than editing the original:

1. Click the lock on the charge. The Adjust dialog opens and shows what was Billed.
2. Enter What it should be.
3. Optionally add a Reason (optional, shown on the invoice), for example “Returned a day early”.
4. Check the preview: it either Adds a $X credit (the renter is owed money) or Adds a $X charge for the renter to pay.
5. Click Add credit or Add adjustment.

The difference goes on a new invoice as Credit: [charge] or Adjustment: [charge], with your reason underneath. The finalized invoice stays exactly as it was.

When the new invoice holds only a credit, it totals below zero and reads Refund due. Refund the renter from the booking's Payments panel: click their payment, then Refund.

🏷 Give a Discount After Payment

Discounts work the same way. Once an invoice is paid or finalized, Add discount and Add coupon in the Charges totals open Give a discount or Apply a coupon:

1. Enter an amount ($) or percent (%), or pick one of your coupons.
2. Add a Reason (shown on the invoice).
3. Click Give discount or Apply coupon.

The discount is added as its own line on a new invoice. If the renter is now owed money, Fleetwire offers Refund $X to the card they paid with (or click Later). If they paid another way, refund them that way and record the refund in Payments.

🧪 Try It Out

1. On a paid test booking, click Add a Line → Add Custom Line and add a $10 fee.
2. Check the Invoices card: the original invoice is Finalized, and a new Additional charges invoice shows $10 due.
3. Click the lock on the $10 charge, set What it should be to $5, and click Add credit. A new invoice with a $5 credit appears.

🚀 Next Steps

• See all a booking's invoices: Invoices on a Booking.
• Bill specific charges or send a full summary: Custom Invoices, Statements and Quotes.
• Refund a payment: Charging and Refunding Credit Cards.
• Supercharging fees: Tracking and Billing Tesla Supercharger Fees.
• Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy billing! 🌟

Updated on: 29/10/2026