Articles on: Pricing & Payments

Custom Invoices, Statements and Quotes

📑 Custom Invoices, Statements and Quotes


Fleetwire keeps a booking's invoices up to date on its own. When you need something different, such as a separate bill for damage, one summary of a long rental, or a price before the renter commits, use the New invoice dialog and quotes.



🎯 Which One Do I Need?


You want to…

Use

Bill some charges separately (e.g., damage or a late fee on its own invoice)

New invoice → Bill charges

Give the renter one document with every charge and payment on the trip

New invoice → Statement

Send a price before the booking is confirmed

New Quote


Note: Creating invoices, statements, and quotes needs the Orders → Add permission, and building an invoice from a booking's charges also needs Orders → Edit.



🧾 Bill Chosen Charges on Their Own Invoice


  1. Open the booking from Orders.
  2. In the Invoices card, click New invoice.
  3. Keep Bill charges selected.
  4. Tick the charges to bill. Each one shows where it's billed now, for example “On Invoice #12 · Due”, or Not on an invoice yet.
    • A charge that's already paid or on a finalized invoice is greyed out (“can't be billed again”).
    • A charge on an unpaid invoice moves to the new invoice.
  6. Optionally set a Due date (optional) and a Note on the invoice (optional), for example “Rear bumper damage, see return photos”.
  7. Tick Send it to the renter next to open the send dialog as soon as it's created.
  8. Click Create invoice.


The new invoice appears in the Invoices card tagged Custom. The footer shows how many charges you picked and their subtotal before tax.


Quick Tip: You can also start from Documents → Invoices → Create invoice. Choose a customer, then Populate from an existing order and pick the order. Fleetwire opens that booking with the New invoice dialog ready.



📋 Create a Statement of the Whole Booking


A statement is one document with every charge and payment on the booking, and what's still owed. It doesn't bill anything new, so it never changes which invoice a charge belongs to. It's handy when a renter, or their employer, wants a single record of the whole trip.


  1. On the booking, click New invoice in the Invoices card.
  2. Switch to Statement.
  3. Tick Send it to the renter next if you want to send it right away.
  4. Click Create statement.


The statement is named Statement #N and tagged Statement in the Invoices card. Its PDF and link page list each payment and refund above the paid total.


Note: An open statement keeps following the booking as charges and payments change. Once a statement is finalized, it keeps showing exactly what it showed then.



💬 Send a Quote


  1. On the booking, click New Quote at the top of the right sidebar.
  2. Fleetwire creates the quote from the booking and opens it.
  3. Click Send to email or text it to your customer, or Download for a PDF.


When the customer accepts, open the quote, click the ⋮ menu, and choose Convert to invoice, then Convert. The quote becomes an invoice with your next invoice number and invoice defaults. The quote number isn't kept.


Note: If the booking already has an invoice, a converted quote becomes a Statement instead, so the renter isn't billed twice for the same charges.



🔒 Finalize an Invoice Yourself


Fleetwire finalizes a paid invoice automatically when a later charge needs its own invoice. To lock one yourself, open the invoice and click Finalize. A finalized invoice is never changed. Corrections go on a new invoice as a credit or adjustment. See Charges After Payment: Follow-Up Invoices and Adjustments.



🧪 Try It Out


  1. On a test booking with a few charges, click New invoice, pick one charge, and click Create invoice. Check that the charge's chip in the Charges card now points to the new invoice.
  2. Click New invoice again, switch to Statement, and click Create statement. Open it and check that it lists every charge and payment.



🚀 Next Steps



Happy invoicing! 🌟

Updated on: 15/10/2026

Was this article helpful?

Share your feedback

Cancel

Thank you!