Beta: shortlease contracts are new in RentVisie and are released as a beta.
Introduction
Shortlease periods are invoiced by date. When a period's invoice date comes, it is Due, and the nightly run makes the invoice and sends it, by Peppol or by email. Two screens show where things stand. The screen headed Shortlease to invoice lists what is due now and what is coming up, with totals at the top. The screen headed Shortlease overview and a year shows one row per contract and one cell per month, on two tabs, All contracts and Attention required; below the tabs sits the list Periods that need attention.
You would be here because:
- you want to see at a glance which leases are invoiced this month and which are not
- you want to know how much lease income is coming in the next 30 days
- the overview shows a red Failed cell and the customer has not had an invoice
- a customer needs their invoice today, before the nightly run
Every way a shortlease period is invoiced
| Route | What happens | Covered here |
|---|---|---|
| The nightly run | Every due period of every running contract is invoiced and sent: by Peppol to Peppol customers, by email to the others | Yes |
| Invoice what is due on the contract | The same, now, for one contract; you choose email, Peppol, both or neither | Yes |
| Retry now on the overview | Invoice what is due for the contract of a failed or due period | Yes |
| Credit and re-issue on an invoiced period | Credits that invoice and invoices the days again | No, see Correct a shortlease invoice |
How to use
Configuration
A company administrator ticks Nightly invoicing run and chooses Invoice grouping on the Shortlease settings (see Switch on shortlease contracts for your company).
Before you start: the nightly run is delivered switched off for the whole RentVisie environment. Until RentVisie support switches it on, nothing is invoiced overnight; use Invoice what is due. Every staff account can open both screens. Only a company administrator can use Invoice what is due and Retry now.
Using the invoicing screens
From the main menu open Bookings, then Show more. Under the heading Shortlease, click the Shortlease to invoice tile, or the Shortlease overview tile. The tiles show once your company has switched shortlease on, or has shortlease contracts.
See what is due and coming up
- On Shortlease to invoice, set Days ahead (it starts at 30) and tick or untick Include periods that are due now (it starts ticked). Click Show.
- Read the totals at the top: Due now (invoice date today or earlier) and Coming up until a date, each with the number of periods and the amount including value-added tax (VAT).
- Each row shows Invoice date, Customer, Contract, Booking, Period, Kind, Status, Reason, Excl. VAT and Incl. VAT. Click Preview invoice to see the invoice that date will make, or Open contract.
Check the year per contract
- On Shortlease overview, each cell shows the status of the periods that start in that month. When there are several, the worst one shows: Failed, then Due, Planned, Invoiced, Credited. An empty cell means nothing starts that month.
- Use Previous year and Next year to move between years. The last two columns are Invoiced (incl. VAT) and Still to invoice (incl. VAT) for the year.
- Click the Attention required tab to see only the contracts with a failed or due period.
Invoice a contract now
- Open the contract and click Invoice what is due. If the contract is not active, or nothing is due yet, a message says so.
- In the pop-up headed Invoice what is due, keep or untick Send the invoice by e-mail (ticked) and Send to Peppol, then click Invoice, or Cancel to stop. Send to Peppol is only there for a business customer of a company that uses Peppol, and starts ticked when the customer's Peppol code is in order.
The result. With Send to Peppol ticked, the app checks the customer's Peppol code first; if it is not in order, a message says why and nothing is invoiced. Otherwise a message says Done. or Not invoiced. with the result, for example Invoice 1234 for 1 period(s) and 0 extra line(s) – e-mailed – sent to Peppol. With both boxes unticked the invoice is still made and final, just not sent; send it yourself (see Send an invoice to a customer).
Deal with a failed or due period
- In Periods that need attention, below the tabs, read the Reason.
- Click Open contract, fix the cause (see the Q&A below), then click Invoice what is due on the contract, or Retry now on the row. Both open the Invoice what is due pop-up above.
Key details
What the nightly run does, per contract. It applies the yearly price rise when it is due, plans and prices the open periods again, invoices every period whose invoice date has come, and sets a contract whose end date has passed, with nothing left to invoice, to Ended.
Which contracts take part. Only Active and Notice given contracts of companies with Nightly invoicing run ticked. Drafts and ended contracts are skipped.
One company at a time. The run saves each company before it starts the next one. If it stops halfway, the invoices already made are kept and the rest follow the next night; a failure in one company does not undo another company's invoices.
One invoice per invoice date. If the run missed a few nights, each overdue date still gets its own invoice, oldest first. Two periods with the same date share one invoice.
Extras go on the lease invoice. Fuel, extra kilometres, damage, fees and other lines on the booking go on the next lease invoice. Once no lease periods are left, they are invoiced on their own. They are not in the Shortlease to invoice list. Each extra is billed once: a later lease invoice does not bill it again.
Combined invoices. In the nightly run, a contract set to Combined shares one invoice with the customer's other Combined contracts that are due on the same date. A contract where a funder pays part is always invoiced on its own. Invoice what is due and Retry now make the contract's own invoice, also for a Combined contract.
How the invoice reaches the customer. The nightly run sends an invoice through Peppol instead of email when the customer is a business, your company uses Peppol, and the customer's Peppol code is in order and not excluded; everyone else gets the email. A combined invoice follows the same rule. The contract's last-run line says which, for example – sent to Peppol or – e-mailed. Sending happens a moment later, in the background. If the Peppol send fails, the invoice is emailed instead, with the same PDF, and the line notes Invoice 1234: Peppol failed, e-mailed instead. The same goes for Credit and re-issue (see Correct a shortlease invoice) and for shortlease credit notes.
Which email goes out. A single contract's invoice goes with the Lease renewal email template; a combined invoice with the Aggregated Invoice template (see Set up the emails the app sends by itself). A funder's share goes on its own invoice, emailed to the funder, not sent by Peppol.
A worked example. A €1,200-per-month contract, invoiced in Advance, offset 0, with a €75 cleaning charge on the booking. On 1 June the June period is Due. The run makes one invoice: €1,200 rent plus €75 cleaning, €1,275 excluding VAT. If the invoice cannot be made, nothing of it is kept: June shows Failed with the reason, and once the cause is fixed, Retry now makes the whole invoice.
Who sees which contracts. Staff who are not administrators see only contracts whose booking starts and ends at their own locations, on both screens; the Due now and Coming up until totals count only those. Company administrators see every contract of the company.
What to do next
Work the Periods that need attention list first: those customers have not been invoiced. Check Shortlease to invoice at the start of each month for what is coming up.
Q&A
Why has nothing been invoiced overnight, although periods are Due? The run is switched off: for your environment (ask RentVisie support), or for your company (a company administrator ticks Nightly invoicing run on the Shortlease settings). Until then, click Invoice what is due on each contract.
Why did a customer get no invoice email last night? The customer receives invoices through Peppol: the nightly run sent it there instead. The contract's last-run line ends with – sent to Peppol. If the customer wants the email as well, send it from the invoice (see Send an invoice to a customer).
What happens when the Peppol send fails? For the nightly run, Credit and re-issue and a shortlease credit note, the invoice is emailed to the customer instead, and the contract's last-run line says Peppol failed, e-mailed instead. When you chose Send to Peppol only in the Invoice what is due pop-up, it is not emailed, because you chose Peppol; the line says Invoice 1234: Peppol failed, not e-mailed. See the Peppol log. Send it yourself (see Send an invoice to a customer). With both boxes ticked the customer already has the email; the line notes Peppol failed (it was e-mailed). If the email instead fails as well, the line says Peppol failed, and the e-mail instead failed.: nothing reached the customer, so send the invoice yourself (see Send an invoice to a customer). In every case ask RentVisie support to look at the Peppol log if it keeps happening. A rejection that Peppol reports later, after the invoice was handed over, is not caught this way: check the invoice's Peppol status.
Can a customer get the invoice twice after a failed Peppol send? Yes, when the app's scheduled Peppol run is switched on for your environment: it sends invoices of Peppol customers that have no Peppol document yet, and a send that failed early (for example because the Peppol connection was down) leaves none. The customer then gets the email and, later, the Peppol invoice.
Why is Send to Peppol missing from the Invoice what is due pop-up? The customer is a private person, or your company does not use Peppol. Only business customers of companies with Peppol switched on get the option.
Why is Send to Peppol not ticked? The customer's Peppol code is missing, not valid or excluded. Tick it anyway and click Invoice to see the message that says what to fix, or leave it unticked to email the invoice.
Why does a period say Failed? The invoice could not be made; the Reason column gives the app's own message. Fix what it names on the booking or the contract, then click Retry now. The next nightly run also tries again, and nothing is invoiced twice.
Why is a period Invoiced although no invoice was made? Its lines add up to 0, for example a first month that the conversion credit cancels out exactly. The last run message says Nothing to bill for 2 period(s): the lines add up to 0, so no invoice was made. Such periods are not retried every night. When extras (fuel, damage, fees) are part of the 0, the period is not marked invoiced, so the extras are not lost. It fails with No invoice was made: the lines add up to 0, extras included, so the extras could not be recorded as invoiced. Check the contract and the booking's extras, then click Retry now.
Does money the customer paid up front pay the first lease invoice? Yes. Of an online payment on a shortlease booking, the part that tops up the deposit is stored as the deposit and the rest as rent, which pays the open lease invoices and the next one as soon as it is made. Ask for it with a Deposit + next lease invoice request (see Send a customer a payment request).
Why does a lease invoice carry a negative line for fuel, damage or a fee? Before the fix of 2026-11-05, every lease invoice billed the booking's extras again. The first start of the app after the update linked the extras on those older lease invoices to their booking once, so they are not billed again. An extra that an older invoice billed twice is credited on the next lease invoice: that is the negative line. Click Lines on the period to see it.
Why does Invoice what is due say "Nothing is due today."? No period's invoice date has come yet. The next one is shown under Next invoice on the contract.
Why does Invoice what is due say "Only an active contract can be invoiced."? The contract is a Draft or has Ended. Activate a draft first (see Turn a booking into a shortlease contract).
Why does a colleague see more periods, or higher totals, on Shortlease to invoice than I do? Staff who are not administrators see only contracts whose booking starts and ends at their own locations, and the totals count only those. A company administrator sees the whole company. If a location is missing for you, ask your administrator (see Add an employee and set their permissions).
Why is a draft contract not in either list? Drafts are left out on purpose: they bill nothing until activated.
Why does the customer's invoice total differ from Shortlease to invoice? Extras on the booking are added when the invoice is made, and a funder's share is taken off. Click Preview invoice to see both.
Related pages: Read a shortlease contract and its billing schedule, Correct a shortlease invoice, and Send an invoice to a customer for the email templates.