On-Hire Invoice Title: 'Contract'

In the HirePOS system, handling invoices when goods are on hire can sometimes be complex due to potential changes in pricing, returns, and disputes. This document provides guidance on how HirePOS manages invoices in such scenarios to ensure accuracy and efficiency in billing processes.

When goods are on hire, customers may return them early or late, leading to price variations, partial returns, damage charges, and other adjustments. Sending a Tax Invoice to a customer while goods are still on hire can create complications if changes occur after the invoice has been issued and the customer disputes any modifications.

To address this issue, HirePOS categorizes "On Hire" Invoices as "Contracts" by default. Once the goods are returned and the "Hired To" date is updated, the Invoice status changes from "On Hire" to "Tax Invoice," reflecting the finalized transaction and the resulting documents will have the title "Tax Invoice".

It's important to roll over the invoices regularly. An "On Hire" invoice should generally not be sent to the customer, as it can change.
Instead, roll over the invoice first, and then send the rolled invoice to the customer, which will be titled "Tax Invoice" rather than "Contract." For example, if you want to send December invoices, first roll over the December hire into January, and then send the December invoice. The rolled December invoice will have the title "Tax Invoice," and the new January invoice will be an "On Hire" invoice with the title "Contract."

If you prefer not to display "Contract" Invoices, there are several options available:

• If the hire period is fixed and won't change, you can send the Invoice upfront before the goods are hired out.

• Utilise the "Exclude On Hire" filter in the Email/Review screen to avoid bulk emailing Invoices while goods are on hire.

• If an Invoice isn't meant to be sent upfront, leave it as a "Booking," and it will automatically convert to an "Invoice" once the goods are on hire.

If your Invoices are never subject to alterations and you prefer always sending them as Tax Invoices, you can request a custom template tailored to your needs. To make such requests:

1. Navigate to the Help section.

2. Select "Custom Request" from the menu bar at the top-right.