Intercom OnRent: Complete Guide to Generating Rent Invoice Documentation for Rental Businesses

In the rental industry, accurate **rent invoice** documentation is crucial for smooth billing processes. Intercom's OnRent platform offers robust tools to create, manage, and send **rent invoices** efficiently. Whether you're handling individual orders or bulk billing, this guide covers everything you need to know about **rent invoice** generation in OnRent.[1][2]

Understanding Rent Invoices in OnRent

OnRent provides four primary methods to generate **rent invoices**: Order Invoices, Invoice Runs, Manual Invoices, and Credit Invoices. Each method serves specific needs in rental businesses, ensuring flexibility for advance billing, periodic charges, ad-hoc fees, or refunds.[1]

**Order Invoices** are ideal for charging specific items on an order from the charging start date up to a chosen date. This is perfect for advance **rent invoice** creation, even before items are on rent. Note that this cannot be applied to quotes until converted to orders.[1][2]

Step-by-Step: Creating an Order Invoice

To generate an Order Invoice:

1. Navigate to the specific order in OnRent.
2. Select 'Invoice Order' from the actions list.[1][2]
3. In the popup screen, set the **invoice date** and the date up to which charges are calculated (including that date).
4. Click OK to compute rental charges and generate the **rent invoice** for printing or emailing.

The Description field is for internal reference only and does not appear on the customer document by default. Only one draft invoice per order is allowed; confirm previous ones before creating multiples.[1]

Using Invoice Runs for Bulk Rent Invoicing

For regular billing cycles like monthly or weekly, **Invoice Runs** batch multiple orders efficiently. Access this via Invoicing > Invoice Run. Key options include:

• Invoice Date: Defaults to today, appears on documents.[2]
• Invoice up to Date: Calculates charges until this date.
• Only Invoice Returns: Toggle to bill only off-hired items.
• Include in Invoice Run: Select invoice types to process.

This powerful tool saves time by grouping **rent invoices** into batches, streamlining your rental business operations.[1][2]

Manual Invoices for Ad-Hoc Rent Charges

**Manual Invoices** handle deposits, transport, or sundry rental items. From an order, select 'Add Invoice' dropdown > Invoice. Alternatively, go to Invoicing > Invoices & Credits > Add Invoice and link an order if needed.

Add items like Rental, Sale, or Non-Stock. Use the External Description in Notes for customer-facing footer text on the **rent invoice**. Internal Description stays hidden. Once complete, print, email, or post the invoice.[1]

Sending and Posting Rent Invoices

After creation, email **rent invoices** individually (bulk emailing planned). For accounting, post to integrated packages like Xero or Sage via 'Post Invoice'. This exports data; unlinked accounts get CSV files. Posted invoices are locked to prevent edits—use Credit Invoices for adjustments.[1]

Key Tips for Accurate Rent Invoice Documentation

• Verify charging dates before finalizing to avoid errors. Edit movements in orders if needed, then re-run invoices.[2]
• Toggle 'Invoice only returned items' for precise billing.
• Use internal notes for team reference; external for customers.
• Manual invoices don't affect stock availability.[3]

If charging end dates are incorrect in drafts, edit via order movements: select Edit Movement or Book In Details per item, update, and regenerate.[2]

Advanced Features and Best Practices

OnRent's **rent invoice** system integrates seamlessly with rental workflows. For events or specialized rentals, consider Current-RMS integrations for manual credits with venue details and due dates.[3]

Customize document layouts in System Setup for branded **rent invoices**.[9] Always preview before sending to ensure accuracy in your rental documentation.

Processing next steps include emailing (see guide[1]), posting to accounts, or issuing credits. This comprehensive approach ensures your rental business maintains professional **rent invoice** documentation.[1][2]

Conclusion: Streamline Your Rental Billing Today

Mastering **rent invoice** generation in Intercom OnRent empowers efficient, error-free billing. From single orders to bulk runs, these tools scale with your business. Start implementing these steps for superior rent invoice documentation.