Invoice runs and batch processing
Rental invoicing is fundamentally different from sales invoicing. You are not billing for a one-off transaction — you are billing for ongoing hire periods that may span weeks, months, or even years. And you need to do it at scale, across hundreds or thousands of active hires, on a regular cycle.
Renttix handles this with invoice runs — automated batch processing that calculates charges across all active orders and generates invoices in bulk. Set your billing cycle (weekly, fortnightly, monthly, or custom) and the system does the rest. Every active hire is evaluated, charges are calculated based on the actual hire period and applicable rates, and invoices are generated and ready for review.
Invoice PDFs are generated automatically, branded with your company details and formatted for clarity. Each invoice includes a breakdown of charges by order, line item, and period, so your customers can see exactly what they are being billed for.
Batch processing means your accounts team is not manually creating invoices one at a time. An invoice run that would take a day of manual work is completed in minutes, with consistent formatting, accurate calculations, and a complete audit trail.
Complex rate handling
Rental rate calculations are never as simple as price multiplied by days. There are minimum hire periods, partial week calculations, weekend rates, long-term discounts, damage waivers, and customer-specific pricing agreements to consider.
Renttix handles these complexities natively, without manual workarounds or spreadsheet calculations on the side. Define your rate structures once — daily, weekly, monthly, or custom intervals — and the billing engine applies them correctly every time.
Minimum hire periods ensure you are never billing for less than the commercially viable minimum. If a customer hires for two days but your minimum is one week, the system charges the weekly rate. Partial week handling is configurable — you can charge pro-rata for days beyond a full week, or round up to the next full period.
Damage waivers are applied as a percentage or fixed fee per item, calculated automatically as part of the hire charges. Suspension credits handle the situation where equipment is on site but not in use — the system tracks suspension periods and calculates credits based on your suspension policy.
Tax calculation supports multiple tax rates and jurisdictions, applied automatically based on customer location and product type. No manual tax calculations, no errors.
Payments and financial control
Raising an invoice is only half the job. You need to know when it has been paid, chase the ones that have not, and reconcile payments against outstanding balances.
Renttix provides complete payment recording, whether your customers pay by bank transfer, card, or direct debit. Every payment is linked to a specific invoice, giving you a clear picture of what is outstanding and what has been settled.
Stripe integration enables online card payments. Customers can pay invoices directly through a payment link, with the payment recorded and reconciled automatically in Renttix. No manual matching, no delays.
Credits and refunds are handled within the system. If a customer has overpaid, been charged incorrectly, or returned equipment early, credits can be applied to their account and offset against future invoices. Refunds are processed back through the original payment method.
Deposit management tracks pre-hire deposits collected from customers, holds them against the order, and releases or offsets them at the end of the hire period. Your accounts team always knows which deposits are held, which have been returned, and which have been applied to final charges.
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Billing and payments FAQ
You set your billing cycle and run the invoice batch. Renttix evaluates every active hire, calculates charges based on actual hire periods and applicable rates, and generates branded PDF invoices in bulk. The entire process takes minutes rather than days.
Yes. You can define customer-specific pricing agreements that override standard catalogue rates. The billing engine applies the correct rates automatically based on the customer, product, and hire duration.
Yes. Stripe integration enables online card payments via payment links sent with invoices. When a customer pays, the payment is recorded and reconciled in Renttix automatically, eliminating manual payment matching.
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