Goal
Issue one correct invoice, deliver it to the billed client, and leave a reliable payment trail.
Prerequisites
- The booking price and billing party are final.
- The client record contains the legal billing name, billing email, address, and tax identity required for the invoice.
- Invoice numbering, tax, payment terms, and currency are configured.
- A tested mailbox is connected. Stripe is required only for card payment links and real Stripe refunds.
Steps
- For a booking invoice, open the booking and select Generate Invoice. For a standalone invoice, open Accountancy > Invoices and select Create Invoice.
- Verify the billed client, invoice number, issue date, due date, currency, tax, line descriptions, quantities, and totals.
- For multi-journey work, confirm that each journey is represented correctly and that the invoice total matches the booking's reviewed commercial amount.
- Save the invoice as a draft and open its PDF preview.
- Correct any draft error before sending. Sent, paid, and overdue invoices are not ordinary editable drafts.
- Select Send Invoice. If invoice payments are enabled, review the payment link and Pay Now action before confirming.
- Confirm that the invoice is marked sent and that the message appears in the sending mailbox.
- When money arrives outside the payment link, open the invoice and select Record Payment. Enter the received amount, date, method, currency, and reference.
- Use Issue Credit Note to reduce or correct the accounting value of an issued invoice. Use Refund only for an eligible Stripe-backed payment when money must move back through Stripe.
- For other payment methods, use the refund-request workflow to record approval and completion, then execute the external bank or payment action separately where required.
Expected result
The customer receives the correct invoice, the invoice status reflects the real amount received, and every credit, refund, or void remains visible in the audit trail.
Troubleshooting
- The invoice has the wrong client: correct the billing party before sending. Do not edit an issued invoice as if it were still a draft.
- The total does not match the booking: review journey fares, manual adjustments, tax, credits, and the booking total before saving.
- Send Invoice fails: check the recipient email, connected mailbox, and payment-link configuration.
- The invoice is paid but 4fleet shows outstanding: record or reconcile the payment against that invoice rather than changing the status alone.
- A refund option is unavailable: confirm that a completed refundable payment exists and that your role has payment-edit permission.
- A bank import matched the wrong invoice: review imported transactions after every upload. Auto-match uses amount, currency, and date rules; unmatch an incorrect row and match it manually.
- An imported row is marked for review: inspect its parsed date, amount, currency, and description before relying on the reconciliation result.