Accounting and invoicing
Bill the work. Follow the balance.
Follow rental, sale and repair invoices back to the work. See what customers owe, what you owe suppliers and the records your accountant needs.
An existing open invoice belongs to John Doe’s EX-04 rental and the ended September 7–October 5, 2026 period. Opening its order source preserves the same machine and period. The scene returns to the invoice and its summary excerpt. No new invoice, payment, credit or numeric balance is created by this read-only story.
- Start from an existing invoice
John Doe, EX-04 and the ended period identify the work.
- Open its order source
The reference leads to the same rental, not a different transaction.
- Return to the same invoice
Reading the source has not billed or paid anything.
- Review the balance
Payments and balance are separate roles in the invoice summary.
01Rental, sale and repair invoices
Know what the invoice is for.
Start with the work already recorded. Rental and sale invoices stay linked to their order. Customer repair invoices keep their work-order reference, so the office can trace the charges.
A closer look
Review what needs billing
Open the order or work order and review the items, dates and charges to invoice. The invoice starts from the relevant work rather than a disconnected list of charges.
Create and trace the invoice
Create the invoice through the appropriate billing action, then check its customer, lines and source reference. You can explain what was billed and return to the source when a question comes up.
An existing invoice identifies John Doe, the Kubota KX040-5 EX-04 and September 7–October 5, 2026. Its order reference is selected and carried into the matching source order. The invoice remains linked below. This is a read-only provenance excerpt; it neither creates a second invoice nor turns rental equipment into a customer repair.
- Read the invoice line
The machine and billed period are visible.
- Follow the order reference
The same selected reference lands in the source order.
- Keep the records connected
Order context and invoice remain distinguishable.
02Cycle billing for longer rentals
Bill the period. Keep the rental going.
The equipment can stay on rent while you invoice an ended billing period. Review the period lines, choose what to bill and create the invoice without recording an equipment return.
A closer look
Review the period lines
Open the order’s billing view and check the existing rental periods and what has already been invoiced. You can distinguish the period to bill from the rental still in progress.
Create the period invoice
Select the appropriate unbilled period lines, then create the invoice. Those lines keep their link to the rental and the invoice, while the equipment remains on rent.
This separate long-rental example runs September 7–November 2, 2026 and is reviewed October 22. The existing September 7–October 5 line covers 28 days. It is selected, then Create invoice creates its invoice link. The next October 5–November 2 period stays separate and ongoing. No arbitrary dates are created, and invoicing does not mean payment or equipment return.
- Review existing periods
The first 28-day period has ended; the next is still ongoing.
- Select the ended line
Selection uses the existing period, not a new date picker.
- Create its invoice
The selected dates are carried into the new invoice excerpt.
- The rental continues separately
The next period remains above the invoice; no return or payment is recorded.
03Customer invoices and aged balances
See what still needs paying.
Find open invoices and aged customer balances. Open the invoice to see its charges, applied payments and credits, then check what remains to collect.
A closer look
Find the account to follow up
Review the customer’s aged balances and open invoices. You know which recorded balance needs attention.
Check what was applied
Open the invoice and review the payments and credits applied to it. The remaining invoice balance stays distinct from the order total or money not yet allocated to that invoice.
The office finds John Doe in account context, then opens the period invoice from the invoice list. The same invoice settles with its summary and balance roles. The illustration omits monetary values and does not invent a payment, credit application, overdue bucket or allocation success.
- Find the customer’s invoice list
John Doe remains the account context.
- Open the matching invoice
The invoice is selected from its list, not from an aging amount cell.
- Read the summary excerpt
Payments are a separate record role, not a newly completed charge.
- Keep the remaining balance in view
Review the open invoice before the appropriate follow-up.
04Vendor bills and recorded payments
Keep the supplier’s bill connected.
Record a vendor’s bill against its purchase order, work order or subrental. Keep the reference and documents, then follow the recorded payments and remaining payable.
A closer look
Record the vendor’s bill
Enter the bill’s date, amount and reference against the relevant source, with the vendor and supporting documents. The bill can be traced to the purchase or work it covers.
Follow the recorded payment
For a purchase-order bill, record the vendor payment with its date, amount and reference, then review the payable balance. The payment record and what remains owing stay with the bill. Recording it does not send money from your bank.
This is a separate supplier bill for the separate purchase of received EX-05, not John Doe’s EX-04 rental. Opening its purchase-order reference reveals the same product family and distinct received-unit identity. The saved bill’s vendor-payment and balance context is reviewed without amounts or a payment form. Recording a vendor payment is not sending money through a bank.
- Start from the supplier’s bill
The supplier story is separate from the customer invoice.
- Open the purchase-order source
This source belongs to the separate purchase of received EX-05.
- Recognize the received equipment
The model is familiar, but the machine is not EX-04.
- Review recorded payments and balance
No bank transfer or supplier payment is initiated by this excerpt.
05Accounting records and exports
Give your accountant the right records.
When Accounting is enabled, review the chart of accounts, journal entries and ledger. Prepare the relevant reports and export files for your accountant’s review.
A closer look
Follow the accounting record
Review the available accounts and ledger entries, then open the linked transaction when you need its detail. The entry and the underlying invoice, payment or purchase remain connected.
Prepare the export
Choose the report, date range, branch and supported format for the handoff. You have a file to review or import, not an ongoing synchronization with another accounting system.
QuickBooks and Sage options are CSV export formats. Your accountant reviews and imports the file; they are not live integrations.
When accounting access is enabled, an entry can link to the same invoice. The scene then explicitly changes tasks to End of Day Report. The chosen example reporting range is October 1–22, 2026 at Branch A. QuickBooks (CSV) is selected and Export produces an editorial journal-summary file handoff. It is not invoice import, live sync or proof of import by another application. No real export or journal-number increment is performed.
- Start from a linked accounting record
Accounting access is configuration- and permission-dependent.
- Inspect the invoice source
John Doe and EX-04 remain the source context.
- Change task to the report
Choose the reporting range and branch separately.
- Select the file format
QuickBooks CSV is a journal-summary format, not a connector.
- Export the report
The selected format carries into a file handoff.
- Hand off to the accountant
The accountant handles review and import separately.
Your office, your questions
Every invoice, in context.
Can I invoice rentals, sales and customer repairs?
Yes. Rentals and sale items can share an order, and its invoices retain that source. Customer repair invoices come from their work order. These are connected workflows, not a promise that every job automatically merges onto one invoice.
Can I bill a rental before the equipment comes back?
Yes. Cycle billing lets the office review the rental’s period lines and create an invoice for the appropriate period while the rental continues. Creating that invoice does not record a return. The workflow shown uses an explicit billing action, not an automatic invoice schedule.
Does creating an invoice mean it has been paid?
No. The invoice records the charges. Payments and credits applied to that invoice determine what remains owing. A payment recorded against an order but not allocated to the invoice does not settle that invoice.
Does recording a vendor payment send money to the supplier?
No. It records the payment details and updates the bill’s recorded paid amount and balance. The bank transfer or other payment happens through the payment method you use outside that recording action.
Does Heyquip have its own accounting records?
Yes. When Accounting is enabled for your shop and your user has access, Heyquip provides a chart of accounts, journal entries and ledger views. We can review the setup and the records your accountant needs with you.
Can I export accounting records for QuickBooks or Sage?
Heyquip offers QuickBooks and Sage CSV formats for accounting summaries, alongside PDF and Excel report options. A person reviews and imports the relevant file. These exports are not live synchronization of invoices or customer records.
The work your office does
Bring an invoice your team knows.
Follow it back to the work, check what was applied and see what remains. Then review the handoff your accountant needs.
Talk about your team