Payments, deposits and the cash journal
Record what comes in, keep deposits apart from income, and close the day with the right total.
6 min read ·
Record every payment
On the booking, add each payment as it comes in: cash, card or bank transfer. The booking shows what has been paid and what is still owed.
- Open the booking and choose Add payment.
- Enter the amount and how it was paid: cash, card or bank transfer.
- Add the transfer reference or the cheque number when there is one.
- A line entered by mistake can be removed.
Deposits are not income
A deposit is the customer's money held until the car comes back. Record it as held, then as returned, partly kept or kept when the car is back. Deposits are shown apart from what you earned.
Set your usual deposit in Settings, or a different amount on a car. When the car is back, open Caution on the booking and choose Returned in full, Partly retained or Fully retained, with the reason. Only the retained amount is added to what the customer owes.
The cash journal
The Cash journal lists the day's movements by method, so the drawer can be counted against it at closing time. The Dashboard shows what was collected this month and what is still owed.
- Choose the period: Today, Yesterday, This week, This month, or your own dates, up to one year.
- Compare the total for each method with the drawer and with your bank account.
- Deposits are listed apart: taken, given back, kept, and what is still in the safe.
- Print the page with its Counted by and Checked by lines, or export it as a CSV file for your accountant.
Exports for your accountant
In Bookings, Export downloads the bookings as the list is filtered (today's pickups, unpaid, a status or a search), with the total, the amount paid, the balance due and the deposit. The same menu downloads your customers, with their number of rentals and the total they actually paid. The files are CSV and open in Excel, accents and Arabic intact.
Next guide
Returns, kilometres and extra charges