Bill a customer for their trips
Turn a customer's completed trips into a TripSetu invoice, issue it with your next number, print it and record the payment.
An invoice is built from completed trips that have not been billed yet. A trip can be on only one invoice, so you can never bill the same trip twice.
A trip can be billed once it is completed, linked to a booking for a company account, and has a price: the booking's quoted fare, or a rate card in force on the day it ran. Riders who pay on the day are not invoiced.
Pick the trips yourself#
- Open To invoice. It lists every completed trip not yet on an invoice, by customer, with its amount.
- Tick the trips you want to bill.
- Press the Invoice button at the top, which shows how many trips and the total.
Trips that cannot be billed yet are listed too, with the reason and a button to fix it.
Bill a customer's whole month#
- Open Invoices and press New invoice.
- Keep From completed trips selected and choose the Customer. Each customer shows how many unbilled trips they have and the amount.
- From fills in with the customer's oldest unbilled trip. Set To to the end of the period.
- Press Build the draft.
Every unbilled completed trip for that customer between the two dates becomes a line.
Check the draft#
A draft has no invoice number yet and can be changed freely. Check the total before you issue it. An odd figure usually means a wrong distance or a wrong Nights away count on a trip: fix the trip, then use Rebuild lines from trips on the draft.
You can type a line of your own under Add a line, or give a discount under Add a discount. If the draft is wrong altogether, press Delete draft. Its trips become available to bill again, and no number is lost.
Issue it#
Press Issue this invoice. It takes the next number in your series and copies your company details onto it. After this it is closed to edits.
Press Print to print it or save it as a PDF to send.
Record the payment#
When the customer pays, open the invoice and fill in Money received: the Amount, Received on, How they paid, and a Reference such as a UTR or cheque number. Press Record payment. Part payments are fine; the invoice shows what is still outstanding.
Outstanding in the menu lists every unpaid invoice across your customers.
A bill with no trips#
For a retainer or a cancellation charge, press New invoice, choose Start empty, pick the customer and press Create the draft. Then add your lines.