Managing Your Rental Settlements

The Settlements tab in your CarBuddii web dashboard is the financial hub for your fleet. It provides a comprehensive overview of all your vehicle rentals, ensuring nothing falls through the cracks when it comes to billing your customers.

Whether a vehicle is currently out on the road or has just been returned, this page tracks the status of the rental and helps your team manage the invoicing process smoothly.

Understanding the Settlements List

When you open the Settlements tab, you will see a detailed list of all rental agreements. You can easily filter this list by Status, Categories, User, Start date, and End date to find exactly what you are looking for.

The list provides a quick overview with the following columns:

• Status: See at a glance if a rental is ongoing, completed, or already invoiced.

• Start time & End time: The exact duration of the booking.

• User: The staff member who created the rental contract.

• Categories: The specific rental category the vehicle belongs to (e.g., Mechanical Workshop, Rental).

• Vehicle & Registration no.: Which specific car was rented out.

• Customer: The name of the person or company renting the vehicle.

• Order no.: The unique reference number for the contract.

Keeping Track of Invoices

One of the primary functions of the Settlements page is to ensure that every completed rental gets billed. You can use our Filters in the view invoices by Status:

• Ongoing: When a rental is has not reached the end date, and can be extended.

• Ready for Invoicing: When a rental is terminated and completed, it will appear here as ready to be invoiced.

• Marking as Invoiced: Once your accounting team has sent the invoice to the customer, you can select the settlement using the checkbox on the left and mark it as "invoiced." This removes it from your pending list, making it easy to keep track of what has been billed and what is still outstanding.

Internal Notes & Communication

Communication between the sales desk and the accounting team is vital.

• Inside each individual settlement, staff members can read and write Internal Notes.

• If a sales agent added a specific note to the invoice or contract during the rental process, it will automatically show up here for the administrative team to review before billing.

Exporting Your Data

If you need to analyze your rental data or import it into a separate financial system, you can easily export your reports. Use the "Action" button to export or download any invoices for your own use.