The invoice and taking payment

What this is

This is how you turn a finished (or in-progress) rental into an invoice, send it to the customer, and record the payment. FleetLoop drafts the invoice from the rental’s dates and rate, and you can adjust the line items, send it for the customer to pay online, or record cash, check, or card payments yourself.

Before you start

• Have the rental open — the invoice lives on its Invoice tab.
• Know how the customer paid (or will pay): online link, cash, check, an external card machine, or insurance direct bill.

Steps

1. If there’s no invoice yet, click Actions, then Generate invoice. Add an optional note and click Generate.

📸 Screenshot: The rental detail page, Actions menu open, showing Generate invoice.

2. Open the Invoice tab to review it. Click + Add line item to add anything extra — pick a category, description, quantity, and unit price.

📸 Screenshot: The Invoice tab, showing the invoice total, balance, and line items table.

3. To send the invoice to the customer, click Send, choose Send via SMS and/or Send via email, and click Send. FleetLoop shows the link here too, in case you want to copy it yourself.

📸 Screenshot: The Send invoice dialog, showing the SMS/email toggles.

4. To record a payment yourself, click Record payment. Choose who’s paying (Renter, Insurance, 3rd party, or Other), enter the Amount and Method (Card, Cash, Check, ACH, or Insurance direct bill), and add a reference (like a check number) if you have one. Click Record payment.

📸 Screenshot: The Record payment dialog, showing the payer options and amount/method fields.

5. If the invoice was created by mistake, click Void and enter a reason. If the balance is uncollectible but you want to keep the invoice on file, click Write off instead.

How to know it worked

Sending shows “Signature request” style confirmation with the delivery outcome, and recording a payment shows “Payment recorded” while the balance on the Invoice tab drops. Every payment you record — online, cash, check, or otherwise — appears in order on the Payments tab, along with who paid and how.

If something goes wrong

Recording a payment says the amount exceeds the balance. FleetLoop asks you to confirm an overpayment before it will save it — check the amount first, or confirm if it’s intentional (for example, a deposit applied toward the balance).

“A reason is required” when voiding or writing off. Both actions need a short reason so there’s a record of why the invoice was closed out that way.

The customer has no phone or email on file. The Send dialog’s SMS/email toggles stay off and disabled — add contact info to their customer record, or copy the link and send it another way.