1. Navigate to Sales/Hire > Customer Overview.

2. Select the customer, then click New Quote.

3. Add the desired item(s) and details to the quote.

4. Email the quote using a template that includes the {QuoteAcceptanceLink} placeholder.

Important Setup:

• Go to Setup > Preferences > Email Templates and Settings to ensure you have a quote template set up that includes the {QuoteAcceptanceLink} placeholder.

• Go to Setup > Preferences > Bonds and Deposits to define deposit rules (e.g., 20%).

When the customer clicks Accept, the quote is automatically converted into a Reservation.

1. The quote is converted to a reservation:

   • This happens automatically when the customer accepts or signs the quote via link.hirepos.com using the {QuoteAcceptanceLink} or {ViewButton}.

   • This can also be performed manually on the customer’s behalf from the Quote/Reservation screen within the app.

2. HirePOS notifies the user of quote acceptance when accepted via link.hirepos.com.

3. The user:

   • Opens the new reservation.

   • Verifies item availability and ensures no SOP conflicts.

   • Reviews the Other tab to confirm that the deposit percentage and due date are correctly set.

A payment request is then sent to the customer using one of the following payment request paths, depending on your business SOP:

• Send the existing reservation document to the customer.

  • This allows for streamlined HirePOS automation.

• The customer can make a partial (or full) payment via the online portal.

• Payment defaults at link.hirepos.com, and custom messages on the reservation PDF/document can guide the customer on the required payment amount.

• Note: May result in delayed Xero reconciliation, depending on your workflow.

• Important Setup:

  • Go to Setup > Preferences > Email Templates and Settings > Placeholder Settings and ensure ‘Display 'Pay Now' button for Invoice mode only’ is turned OFF.

  • Pin Payments must be integrated to allow for online credit card payments.

1. Click Create Deposit Invoice from the Other tab.

2. A separate deposit invoice is generated (e.g., for a $1000 reservation with a 25% deposit, a $250 invoice is created and $750 remains on the reservation).

3. Email the deposit invoice to the customer.

• The customer pays online or via manual methods (e.g., bank transfer).

• If paid online, the payment is recorded automatically.

• The reservation is automatically converted to a Booking.

• Booking is now considered confirmed.

• The payment remains attached to the booking until the hire is completed. Export to Xero will occur upon invoice finalisation.

• The customer pays the deposit invoice.

• The payment is recorded and immediately exportable to Xero.

• The user must manually convert the reservation to a Booking.

• Booking is now considered confirmed.

Note: Ensure Setup > Preferences > Default Payment Settings are correctly configured to support automatic mode transitions on payment.

Important: If this workflow is followed, no sale will end up in Booking mode unless a deposit has been paid or the booking has been manually confirmed by a staff member. This provides operational confidence that all Bookings in the system are either financially committed or have received explicit internal approval.

1. The user converts the Booking to an Invoice.

2. Payment terms and due dates are reviewed and adjusted as needed:

   • Immediate payment, or

   • Payment on collection/delivery.

3. The invoice is emailed to the customer.

Note: It is possible to email a Booking-mode record for payment to a customer. This is supported in the HirePOS workflow, but it may conflict with customer policies that require payment only against formal “Tax Invoices.”

• The customer pays the remaining balance (either online or at pickup).

• Items are dispatched and go on hire.

• Upon return, if any additional charges apply (e.g., damages, late return), they are raised on a new invoice.

• Do not modify an invoice once it has been sent and marked as paid.