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Invoicing and payments
The Invoices page
The top of the page shows four figures: Outstanding, Overdue, Paid this month and Draft, each with an invoice count. Tabs filter the list:
| Tab | Shows |
|---|---|
| All | Every invoice |
| Draft | Not sent yet |
| Outstanding | Sent and not fully paid |
| Overdue | Outstanding and past the due date |
| Paid | Fully paid |
| To bill | Completed jobs with no invoice |
| Route batches | Published or completed routes that can be billed together |
Search takes an invoice number or customer name.
Make an invoice
- Open Invoices > To bill. It lists completed jobs that haven't been billed.
- Choose "Create draft" on a job. The system builds the lines from the job's charges: pump-out volume, labour time, disposal fees, travel and materials with a markup, priced from your price book. A customer-specific price overrides the book.
- Open the draft from the All or Draft tab and check it.
To bill a whole day's run in one go, use the Route batches tab and choose "Create batch" on a route.
A draft invoice can be edited. Once it's sent, it can't be, apart from adjustments through credit notes and refunds.
Send it
Open the invoice and choose "Send invoice". The customer gets an email with the PDF attached, and a text if a message rule says so. "Sent to" on the sheet shows who received it. The same button reads "Resend" later.
"Generate PDF" builds the PDF from the invoice as it stands. Its look comes from Admin > Documents: logo, accent colour, invoice title, "How to pay" and footer.
Let your accounting system send invoices
If you send invoices from Xero, QuickBooks or MYOB, turn on "Accounting system sends invoices" under Admin > Payments. It needs an active accounting connection under Admin > Integrations. With it on:
- The button on an invoice reads "Issue invoice". It marks the invoice issued and queues it to go to your accounting system, as a draft in Xero. Nothing is emailed or texted.
- The invoice sheet shows the Xero number, its status there and an "Open in Xero" link once the sync has run.
- Invoice emails and texts, pay links by text or email, overdue reminders and statements are not sent from Rangefront, and the field app stops offering to text the pay link. A customer can still pay by card on site from the QR code.
Review the draft in Xero, approve it and send it from there. If the connection is paused or removed, the switch stops applying and Rangefront sends invoices again.
Card payments and pay links
Card payments need Stripe connected under Admin > Payments. See payments setup.
Every sent invoice has a pay link. The customer opens it and sees the invoice summary, the PDF, what's owing and a Pay now button that takes them to Stripe's card page. The link is also in the invoice email, the invoice text and on the PDF.
From the invoice sheet's Card payment block you can:
- "Copy pay link" to paste into your own message.
- "Text link" to send it to the customer's mobile.
- "Email link" to send it by email.
If your business adds a card surcharge, the sheet shows "A N% card surcharge is added at checkout", and the pay page shows it as its own line. Customers who'd rather avoid it can pay by bank transfer using the details on the invoice.
When a customer pays, Stripe tells the system, and the payment is recorded against the invoice once. A refund in Stripe is recorded too. The invoice moves to Part paid or Paid, and reminders stop.
Take payment on site
Technicians have a "Take payment" screen in the field app for a finished job. It shows the pay link as a QR code for the customer to scan, can text the link, or can record Cash, Cheque or Bank transfer. See the field app guide.
Record a payment by hand
For payments that arrive another way:
- Open the invoice and go to Record payment.
- Enter the amount, the date paid, the method (Bank transfer, Card, Cash or Cheque) and a reference.
- Choose "Record payment".
The balance updates straight away. You'll need the payments permission for this.
Reminders
Overdue reminders go out by email on their own, up to four steps per invoice, each sent once:
| Step | Default |
|---|---|
| Before due date | 3 days before |
| On due date | On the day |
| First overdue notice | 7 days after |
| Second overdue notice | 14 days after |
Each step can be switched off and its days changed under Admin > Payments. Reminders stop when the invoice is paid or credited. A customer can be left out with "Do not send overdue reminders" on their record. The invoice sheet's Reminders block shows each one sent, when, and any failure. The wording is under Admin > Messages.
Statements
A statement lists what a customer owes, aged into Current, 1 to 30, 31 to 60, 61 to 90 and over 90 days. From the customer sheet you can open "Statement PDF" or choose "Email statement" at any time. The owner portal shows a live statement with pay links.
If you switch on monthly statements under Admin > Payments, customers with a balance are emailed one on the day you choose. A customer can be left out with "Do not send monthly statements".
Accounting
Invoices and payments can sync to Xero, QuickBooks or MYOB so nobody types them twice. The connection is set up under Admin > Integrations, and a developer runs the first authorisation. See integrations.