How to Create a Quick Invoice?
Sometimes you need to bill a customer for something that doesn’t come from a rental order — a one-off scooter rental to a walk-in, a consulting fee, a rush service charge or a damage bill. Quick Invoices handle exactly these situations. For example, when a walk-in customer pays for a day’s electric-scooter hire, you create a quick invoice, add the scooter as a line, finalize it, record the cash payment and print it — in under a minute, without opening an order.
Order invoices are different. Invoices generated from rental orders live under Finance → Invoices and can’t be created from scratch. This page covers invoices you build yourself. See How Do Invoices Work? for the difference.
Where to Start
Go to Finance → Quick Invoice and click + New invoice. The list shows every quick invoice with its Customer, Invoice Date, Due Date, Amount, Balance, Status and Payment state.
Some businesses rename “Quick Invoice” to match their own terminology. Creating quick invoices needs the standalone invoices write permission, and if your business uses branches you can only create them in a branch you’re assigned to.
Step 1 — Create the Invoice
The Create Quick Invoice window asks for the basics:
| Field | Notes |
|---|---|
| Invoice No | Optional. Leave it blank to auto-generate the next number. |
| Invoice Date | Required. Defaults to today. |
| Due Date | Optional. Leave it blank if payment is immediate. |
Click Create invoice. Rentablez saves a Draft and opens the invoice editor.
Step 2 — Fill In the Invoice
The editor is the invoice itself. There’s no Save button — every change is saved automatically, and an Autosaved indicator confirms it. The running Total shows in the header.
Invoice details
Edit the Document title (defaults to Invoice), an optional Subtitle, the Invoice no, Invoice date and Due date. Use Add logo to put a logo on this invoice (PNG or JPEG), and + Add custom field for extra header details such as a PO number or project code.
Parties
- Billed by — your business details, filled in from your profile. Click Edit to change them for this invoice.
- Billed to (required) — pick an existing customer, or just type a name for a walk-in. A selected customer’s details fill in automatically; click Edit details to adjust them.
- + Add end client (3PL) — optional, for billing on behalf of a third-party logistics or agency customer.
Shipping
Tick Add shipping details to add ship-from, ship-to and transport details for the e-way bill.
Items
Add one line per charge:
- Item (required) — what you’re charging for, e.g. Electric Scooter.
- Qty and Usage — the quantity and how long it was used, with a UOM such as day.
- Rate and Discount — the price per unit and any per-line discount.
Use + Add line for more rows (drag to reorder, or duplicate a line), and + Add tax to apply tax. Line totals update as you type.
To change which columns the items table shows, click the columns icon above the table and pick a column template. See Column templates below.
Totals & extras
On the right, the summary shows the Subtotal and lets you:
- + Add charge — e.g. a delivery or packing fee.
- Add discount — a discount on the total, or item-wise.
- Round up / Round down the final total.
The Total is also printed in words. Below the items, add any of the extras you need: Signature, Terms & conditions, Notes, Attachments and Bank details.
Step 3 — Preview and Finalize
Click Preview to see the invoice as it will print. When it’s ready, click Finalize and confirm.
Finalizing locks the invoice — it can no longer be edited, and this can’t be undone. You can still print it and record payments.
After finalizing, the header shows Print / Save as PDF and Record payment.
Step 4 — Record the Payment
Click Record payment. The window shows the Invoice total, Paid and Balance, and has three tabs:
- Record payment — enter the Amount and Payment date (both required), the Payment mode (e.g. cash or UPI), an optional Reference (transaction ID or cheque number) and Notes, then click Record payment.
- History — every payment recorded on this invoice. You can cancel a payment from here.
- Audit trail — who did what on the invoice.
Once the balance reaches zero the invoice shows Paid, and the header button changes to View payments.
Managing Quick Invoices
Each row in the list has actions to View, Edit (drafts), Record payment, View payments, Mark as bad debt / Recover from bad debt, and Delete. Use Filters to narrow the list.
Column templates
Open the ⋯ menu next to + New invoice and choose Preferences to manage Column templates — saved layouts for the items table, such as “Rental with GST”. In a template you can rename the built-in columns, hide Qty, Usage, UOM or Discount, and add your own columns (Text, Number, Dropdown or Formula, e.g. [Qty] * [Days]). A text column can also be used as the item name. Mark one template as the default for new quick invoices.