Adding Additional Charges to an Order
Rentals rarely end at the base rate. A customer returns gear with a scratch, drops off late, or needs the kit cleaned before it can go out again. Rentablez lets you add these additional charges directly on the order, tag each one with a category, and choose whether it rides along on the invoice or gets collected on its own. Every charge you add here also shows up in the org-wide Additional Charges tracker so nothing slips through.
Charges are added on the order, not on the tracker. The Additional Charges page under Finance is a read-and-collect list — you can’t create a charge there. To add one, open the order and use the Additional Charges panel described below.
Where to Add a Charge
- Open the order you want to add a charge to (Orders → click the order to edit it).
- In the right-hand details column, select the Additional Charges tab.
- Click + Add Charge. An inline form opens above the charge list.
The panel always shows, even when the order has no charges yet, so it’s the one place your team goes to record the first one.
Fill in the Charge
The add form has four fields:
| Field | Required | What it does |
|---|---|---|
| Category | Yes | What kind of charge this is (e.g. Damage, Late Fee, Cleaning). Pick from your org catalog or add a new one inline. |
| Amount | Yes | The charge amount. Must be greater than 0. |
| Settlement | Yes | How the charge is settled — Bill on invoice or Collect separately (see below). |
| Notes | No | A short free-text note, e.g. “cracked lens filter”. |
Once the fields look right, click Add Charge. The new charge appears immediately in the table below with its category, settlement type, status, and amount. To back out without saving, click Cancel.
Choosing a Settlement Type
The Settlement choice decides how the money is actually collected. On the order you have two options:
- Bill on invoice — the charge is added to the order’s invoice and paid as part of the invoice total. Use this when the customer is being invoiced anyway.
- Collect separately — the charge stands on its own and is collected as a standalone payment (cash, card, UTR, etc.), independent of any invoice. Use this for one-off dues you want to settle right away.
What about SD deduction? You’ll see a third settlement type — SD deduction — on charges elsewhere in the app. That one deducts the charge from the customer’s security deposit, and it’s set from the return drawer or the Security Deposit tracker, where the deposit context lives. It isn’t an option in this order-level add form.
Adding a New Charge Category
If the category you need isn’t in the list yet, you can create it without leaving the form:
- Open the Category dropdown and choose + Add new category….
- In the Add New Category dialog, type a Category Label (e.g. “Restocking Fee”).
- Click Add Category.
The new category is saved to your organization’s catalog and selected on the charge you’re adding — so it’s available for every future charge too.
Reading the Charge List
After you add charges, each row in the table shows where it stands:
| Column | Meaning |
|---|---|
| Category | The category label, with its short code underneath. |
| Settlement | On invoice, Collect separately, or SD deduction. |
| Status | The current collection state (see below). |
| Amount | The charge total, including tax. |
| Added | The date the charge was recorded. |
| Collected | The date it was paid (blank until collected). |
| Notes | Your free-text note, if any. |
The Status tag moves through these states as the charge is handled:
| Status | What it means |
|---|---|
| Pending | Recorded but not yet billed or collected. |
| On Invoice | Attached to the order’s invoice, awaiting payment. |
| Partially Paid | Some of the amount has been collected. |
| Collected | Paid in full. |
| SD Deducted | Settled by deducting from the security deposit. |
| Voided | Deleted with a reason; no longer owed. |
Collecting a “Collect Separately” Charge
Charges you set to Collect separately show a Collect button on their row once they’re pending. You can collect a single charge from here, or tick several and use Collect in the panel header to batch them. Charges billed on invoice don’t have a Collect button — they’re paid through the invoice instead.
For the full collection walkthrough (payment methods, partial payments, and the org-wide tracker), see Tracking and Collecting Additional Charges.
Editing or Removing a Charge
While a charge is still live — Pending or On Invoice and not yet on a finalized invoice — its row shows Edit and a delete (trash) action. You can change the amount and notes, or delete the charge with a reason.
Charges lock once the invoice is finalized or paid. After the charge sits on a finalized or paid invoice, Edit and Delete disappear — the amount is now part of a document the customer already holds. The row shows a marker like “On finalized invoice” instead.
See Editing, Deleting, and Charge Categories for the details.
Permissions
Opening an order to view charges follows your Orders — Read access. Adding, editing, or collecting charges needs Orders — Write.