🧾 Invoices on a Booking

Every direct booking in Fleetwire keeps its own invoices. The booking page shows which charge is on which invoice, what the renter has paid, what's still due, and gives you one-click ways to collect, send, or share each invoice.

🎯 How Booking Invoices Work

• Fleetwire creates the first invoice for you as soon as the booking has charges, and keeps it in step with the booking while it's open.
• A paid invoice stays paid. Charges added after the renter has paid usually go on a separate invoice instead of turning their receipt back into a bill. See Charges After Payment: Follow-Up Invoices and Adjustments.
• Payments count against the oldest invoice first, so the first invoice is settled before a newer one shows as paid.

🛠 Find Your Way Around

Open the booking from Orders. Two cards on the page work together.

The Charges card

The Charges card lists every charge on the booking, with Item, Price, and Total columns.

• Each charge that's on an invoice shows a small chip with the invoice number and status, for example #2 · Paid. Hover over it to see which invoice it's billed on.
• A charge on a finalized invoice shows a lock instead of the remove button. It can't be edited, but you can correct it. See Charges After Payment: Follow-Up Invoices and Adjustments.
• Under the charges, the totals show Total, the Security deposit, what's been Paid, and the balance: Balance due, Paid in full, or Overpaid.

The Invoices card

Below the charges, the Invoices card lists each invoice on the booking with:

• Its name (for example Invoice #12). Click it to open the invoice.
• A kind tag, when it isn't the booking's main invoice:
• • Additional charges: charges added after an earlier invoice was paid or closed.
  • Custom: an invoice you built by picking charges.
  • Statement: a summary of the whole booking that doesn't bill anything new.
• A status:
• • Open: still following the booking's charges.
  • Due or Partly paid: the renter owes money on it.
  • Paid: settled.
  • Refund due: the invoice holds a credit, so the renter is owed money back.
  • Finalized: locked. A finalized invoice is never changed. It also shows a lock icon.
• Whether the renter has it: Not sent yet, Sent with the date, or Viewed with the date.
• The total, and how much is due on it.

If the booking has no charges yet, the card reads “No invoices yet. One is created when the booking has charges.”

💳 Collect, Send, and Share an Invoice

Each invoice in the Invoices card has these actions:

Collect

Collect appears when an invoice has a balance. It opens the payment dialog with that invoice's balance and name already filled in. Choose how you're being paid (card, payment request, cash, and so on) and finish as usual. The amount stays on the invoice's balance even when you change the payment method.

Send

Send opens the Send Invoice to customer dialog:

1. Tick Email with PDF attached and check the To address. Add an optional Add a note to the email (optional).
2. Tick Text message with the link to text a link to the invoice. The text says the invoice is ready, with View & pay when there's a balance.
3. Click Send.

Both To fields can be edited, so you can send the invoice to whoever is paying, such as the renter's employer. A renter who opted out of texts can't be texted at their own number, but you can text a different one.

More actions (⋮)

• Open: view the invoice in Documents.
• Download PDF: save a copy.
• Copy pay link: copy the invoice's public link to paste into any message. The renter can view and pay from it.

The invoice link page fits phone screens, so renters can read and pay from their phone without zooming.

🙏 Send a Receipt When They Pay

Fleetwire can thank the customer automatically when they pay, with the updated invoice attached.

1. Go to Settings > Checkout & documents > Invoices.
2. Turn on Thank the customer when they pay an invoice. It saves as soon as you switch it. It's off until you turn it on.

When a customer pays an invoice link, or a payment request you sent from the booking, they get a thank-you text and email with the amount paid, any balance left, and a link to the updated invoice. The email has the invoice PDF attached.

• They get one receipt per payment.
• Customers who opted out of texts or emails aren't sent them.
• Payments taken at checkout aren't included, since the booking confirmation already covers them.

🧪 Try It Out

1. Open a test booking with a charge and find its Invoices card.
2. Click Send, text yourself the invoice, and open the link on your phone.
3. Click Collect and record a small manual payment. Watch the invoice change to Partly paid or Paid, and the charge chips update.

🚀 Next Steps

• Charges after payment: tolls, extras, and corrections in Charges After Payment: Follow-Up Invoices and Adjustments.
• Build your own invoice or a statement: see Custom Invoices, Statements and Quotes.
• Take payments: Charging and Refunding Credit Cards and Send Payment Requests to Customers.
• Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy invoicing! 🌟

Updated on: 29/10/2026