Invoicing, tax & payments
Bill what actually happened
Rentablez builds the invoice out of the order — the extension taken on site, the damage found at return, the deposit held back, and which of your tax registrations should bill it. Then it takes the money by card, bank transfer, payment link or QR.
- VAT, GST and local tax rules
- Deposits held, not earned
- Leases invoice themselves
- Xero, Zoho Books, Tally
INV-2026-0442
Riverside Festival Ltd · 14-day terms
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Marquee 6 × 12 — 3 days
From the order
4,800.00
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Extension — 2 extra days
Added on site, Sat 30th
3,200.00
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Damage — torn side panel
Return inspection, with photos
450.00
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Late return — 3 hours
Check-in at 02:14
180.00
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Security deposit applied
Held since 12 Aug, part-forfeited
−1,500.00
Billed by the right entity
Rentablez picked the tax registration from the customer’s country and froze it onto the order — nobody chose it on the invoice.
Why rental billing is different
Rental billing is not retail billing
A shop knows the price at the till. You do not know what a hire is worth until it comes back — and that gap is where rental businesses quietly lose money.
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The quote is never the invoice
Somebody kept the marquee two extra days. Something came back torn. The van was three hours late. In most businesses those become a note in a WhatsApp thread and a discount nobody meant to give. Here they are already on the invoice, each one traceable to the moment it happened.
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You stop wondering what you are owed
Not a spreadsheet of who has paid, rebuilt every Monday. Outstanding sits on the customer and on the order, deposits are shown as held rather than earned, and a statement goes out as a PDF without anyone assembling it.
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The lease bills itself, including the awkward months
Anyone can invoice the same amount every month. The month that hurts is the one where a customer paused, swapped a machine or walked away on the twelfth — and the credit note has to be right, because it is the number they will argue about.
What the invoice knows
Six things it works out so nobody has to remember them
Each of these is a decision somebody would otherwise make by hand, at the end of a long day, on the document that decides whether you get paid.
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Which tax, and which of your registrations
The rate, the label and the split are decided by where you and the customer are — VAT in the UK, UAE and GCC against your TRN, GST in India with CGST/SGST or IGST chosen from the customer state, and a configurable profile elsewhere. Hold several registrations and the one that bills an order is resolved, then frozen onto it.
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What is held, and what is actually earned
Security deposits sit apart from rent and settle as refundable or forfeited when the order closes. Damage, cleaning and late fees are additional charges that can be billed on the invoice, collected on their own, or taken out of the deposit.
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When the next invoice is due
Leases and subscriptions invoice on their own cycle, upfront or in arrears, with proration when the cycle is interrupted and a credit note raised against the original invoice rather than an edit to it.
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How the customer wants to pay
Cards online through Stripe or Razorpay, a payment link sent with the invoice, or a QR printed on the document — an uploaded image or, in India, your UPI ID — resolved per customer or per order and frozen onto the invoice.
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What sits in the customer wallet
An append-only ledger of top-ups, holds, captures and releases, with approval queues for top-ups and withdrawals and a wallet-health worklist showing every customer sitting under their threshold.
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What the document should look like
Choose from a library of invoice templates and brand it with your logo, address and terms. Per-organisation terminology can relabel the document — "Bill of Supply" instead of "Invoice", "Advance" instead of "Deposit".
Inside the product
The two places rental billing usually goes wrong
Money a customer has handed you that you have not earned yet, and a month that ended early. Both are arithmetic nobody wants to do at 6pm.
Riverside Festival Ltd
Wallet ledger · append-only
Available
55,500
| Entry | Amount | Held |
|---|---|---|
| TOP-UP Top-up received Bank transfer · 12 Aug | +60,000 | — |
| HOLD Deposit held Order SO-2026-0442 | −15,000 | 15,000 |
| CAPTURE Damage settled Torn side panel · from the hold | −4,500 | 10,500 |
| RELEASE Balance released Order closed · 03 Sep | +10,500 | — |
Held is not earned. A deposit sits against the order until something settles it or the order closes — and every line above is written once, never edited. Held now: 0.
Deposits & wallet
Held is not earned
A deposit is the customer's money sitting with you, and treating it as revenue is how a good month turns into a bad quarter. The wallet keeps it visibly separate: top-ups come in, a deposit is held against an order, a damage charge is captured out of the hold, and whatever is left is released when the order closes.
- Append-only ledger — entries are written once, never edited
- Deposits held against an order or at customer level
- Damage and late fees settled straight from the hold
- Wallet-health worklist for everyone under their threshold
Lease LSE-2026-0118 · monthly
1 – 30 Sep 2026 · returned on day 12
- Cycle invoiced upfront
- 9,800.00
- Unused 18 days
- −5,880.00
- Net for the cycle
- 3,920.00
Credit note CN-2026-0067 is raised automatically against the original invoice, so the customer's statement and your accounts agree without anyone editing an invoice.
Recurring & proration
The month that ended on the twelfth
Billing the same amount every month is easy. The invoice that decides whether a customer trusts you is the one for the month they cancelled, paused or swapped a machine — so the unused days come back as a credit note against the original invoice, not as a quiet edit to it.
- Upfront or in-arrears cycles with billing anchors
- Proration on the days actually used
- Credit notes numbered in their own right
- Mid-cycle swaps repriced on the same lease
Getting paid
Make it easy to hand you money
Most late payments are not a customer refusing to pay. They are an invoice sitting in an inbox with no obvious way to settle it. Razorpay and Stripe connect to your own account so settlement lands directly with you, and every invoice can carry a link or a QR that works without anyone logging in.
Payments taken outside the system — cash at the counter, a bank transfer, a cheque — are recorded against the same invoice, so the outstanding figure is the real one rather than the online-only one.
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Cards online
Stripe and Razorpay, connected to your own merchant account rather than routed through ours — settlement lands with you, not us.
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Payment links
A Razorpay link sent with the invoice, so the customer settles without an account or a login.
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Payment QR
Your UPI ID or an uploaded QR, set as a default and overridden per customer or order, then frozen onto the document.
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Everything else, recorded
Cash, cheque and bank transfer logged against the invoice so outstanding stays honest.
Who this is for
The person who bills is usually the person who runs the place
In most rental businesses there is no finance department. Invoicing is done by the owner or the operations manager, at the end of a day that already had enough in it — which is why the software has to make the invoice, not just hold it.
- Charges land as they happen, so nothing is reconstructed from memory
- The tax treatment is decided by the system, not by whoever is typing
- Leases and deposits carry on without anyone remembering them
Your accountant
The numbers leave the building cleanly
Rentablez is where the billing happens; it is not trying to be your ledger. What it owes your accountant is a clean handover, in the format they already work in.
Xero
Sales invoices, bills, purchase orders and credit notes push across with contact and tax mapping. Payments come back automatically through a webhook — the one direction that needs no one to press anything.
Zoho Books
Contacts and invoices sync through the same provider-agnostic spine, with a duplicate guard on invoice numbers.
Excel and Tally
Excel exports of invoices, payments and wallet activity for everything that never fits an integration — plus a Tally-format export where your accountant works in Tally.
Worth saying plainly: there is no automated chasing cadence today. Outstanding figures, statements, links and QRs are all there to make chasing fast — but the decision to chase is still yours.
FAQ
Invoicing and payment questions
What finance teams ask before a demo — including the ones with awkward answers.
Something else? or email sales@rentablez.com.
Which countries can Rentablez invoice in?
Rentablez applies the tax rules of the country you are billing from and to. VAT is handled as a single rate against your registration number — the UK, UAE and the wider GCC work this way. India uses GST, with CGST/SGST or IGST chosen from the customer state. Everywhere else runs on a configurable tax profile that applies the local rate and names it correctly on the document. Invoicing, payments and reporting are the same product in every market; only the tax treatment changes.
Can we bill from more than one tax registration?
Yes, and this is often the reason larger operators move. Several VAT numbers, TRNs or GSTINs can live on one organisation, and a resolver decides which entity bills each order. The chosen registration and its number are snapshotted onto the order, which is what keeps historical invoices correct after you add, change or close a registration.
Does Rentablez handle Indian GST correctly?
Yes. CGST/SGST or IGST is chosen from the customer state against the registration billing the order — nobody picks the split by hand on the invoice. Several GSTINs can sit on one organisation, and the one that bills a given order is resolved at creation and frozen onto it, so reprinting an old invoice never changes its tax treatment.
Which payment gateways does Rentablez support?
Razorpay and Stripe are the two integrated gateways, both connected to your own account so settlement goes directly to you. Razorpay additionally provides payment links and UPI QR. A PhonePe integration also exists. Cash, bank transfer, cheque and UPI paid outside the system are recorded manually against the invoice.
Can a customer pay without logging in?
Yes. Send a Razorpay payment link with the invoice, or put a payment QR on the document itself — either your UPI ID or an uploaded QR image. The QR can be set as an organisation default and overridden per customer or per order, and it is frozen onto the invoice so an old document keeps showing the account it was actually issued with.
How are security deposits handled?
A deposit is recorded separately from rent, so it never looks like revenue you have earned. It can be marked refundable or non-refundable up front, settles as refunded or forfeited when the order closes, and can be held at customer level in the wallet rather than against a single order. Damage and late fees can be settled straight out of it.
What happens if a lease is cancelled mid-cycle?
The cycle is prorated on the days actually used, and the unused portion comes back as a credit note raised against the original invoice rather than as an edit to it. That matters for your accounts: the original document stays intact and the credit is its own numbered record.
Can we take part payment?
Yes. Invoices and orders carry partial payment states, so an invoice can be part-settled from several payments, from the customer wallet, or from a deposit already held.
How do we undo a payment taken by mistake?
Payments can be reversed, with the wallet compensated automatically where the payment came from or went to a wallet balance. Reversal is a separately assignable permission rather than something every branch user holds by default, and it leaves an audit trail rather than deleting the record.
Does Rentablez integrate with accounting software?
Yes. Xero is the fullest integration — sales invoices, bills, purchase orders and credit notes push across with contact and tax mapping, and a webhook brings payments back automatically. Zoho Books connects through the same spine with contacts and invoices. For India there is also a Tally-format export, and invoices and payments export to Excel.
Does Rentablez chase customers for payment automatically?
Not on a schedule — there is no automated dunning cadence today. What exists is everything needed to chase quickly by hand: an outstanding figure per customer and per order, PDF outstanding statements, and payment links or a QR you can send over WhatsApp or email when you choose to.
Is e-invoicing with IRN supported for India?
It is in development, not live. GST e-invoicing through MasterGST has been built and verified against the sandbox for standard B2B rental invoices, but it is not yet released, and B2C signed QR is not in scope for that first phase. If e-invoicing is a requirement for you, tell us on the demo and we will give you the current position rather than a date.
Can we invoice in another currency?
Standalone invoices support currency selection. Rental order billing follows the organisation currency, so if you need multi-currency across rental orders specifically, raise it on the demo so we can confirm the fit before you commit.
See your own invoice come out of it
Book a 30-minute demo. Bring a real order — an extension, a damage charge, a deposit — and we will bill it on the call, with your tax registration set up.