Taking a payment
What this is
Section titled “What this is”This is the everyday way to collect money on a rental — whether the customer pays online themselves, or you record cash, a check, or an external card machine payment yourself. For generating and sending the full invoice, see The invoice and taking payment. For the security deposit, see Refunds and the deposit.
Before you start
Section titled “Before you start”- Have the rental open.
- Know the amount due and how the customer plans to pay.
- To send an online payment link, your shop needs a payment provider connected — Stripe, Square, or Dejavoo (iPOSpays) — under Settings → Payments. See Payment integrations. You can still record cash, check, or card-machine payments without one.
- Open the rental. While it’s reserved or in progress, the Amount due now card on the Overview tab shows the balance and two ways to collect it.
📸 Screenshot: The rental’s Overview tab, showing the “Amount due now” card with the balance.
- To have the customer pay online, click Create checkout link. FleetLoop copies the link to your clipboard so you can text or email it — the customer pays on your connected provider’s secure payment page.
📸 Screenshot: The “Amount due now” card, showing the Create checkout link button and the copied link.
- To record a payment yourself, enter the Amount, choose a Method (Cash, Check, or External card machine), and add the check number or card-machine reference if asked for one. Choose who paid (Customer, Insurance, or Other) and the date received, then click Record payment.
📸 Screenshot: The “Record manual payment” section, showing the Amount, Method, and Paid by fields.
- To record a payment at any other point — for example, insurance funds arriving mid-rental, or a payment after the rental has ended — go to the Payments tab and click Record payment. Choose the payer (Renter, Insurance, 3rd party, or Other), the Amount, and the Method (Card, Cash, Check, ACH, or Insurance direct bill), then click Record payment.
📸 Screenshot: The Payments tab’s Record payment dialog, showing the payer options and amount/method fields.
How to know it worked
Section titled “How to know it worked”The balance on the Amount due now card drops right away, and the payment appears as a new row on the Payments tab with the date, payer, method, and amount.
If something goes wrong
Section titled “If something goes wrong”“Enter the check number” or “Enter the card machine reference.” Check and external-card-machine payments need a reference so you can match them back to your records later.
“Amount must be greater than zero.” Type in a dollar amount before recording the payment.
A message says FleetLoop couldn’t reach the balance, and shows the rental’s authorized total instead. The “Amount due now” card falls back to that total if it can’t load the live balance — recording a payment still works normally.
This payment would put the total over the balance. FleetLoop asks you to confirm before saving an overpayment — check the amount first, or confirm if it’s intentional.