Introduction
RentVisie turns a booking into PDF documents at fixed moments: when you send a quote, confirm the booking, hand the vehicle over, take it back and invoice it. You never design or save these files yourself. The app makes them, stores them with the booking, and usually emails them to the customer at the same moment. On the booking screen they sit on two tabs in the row of tabs below the booking details: Documents holds the agreement, quote and inspection forms, and Invoices holds everything with money on it.
You would be here because:
- A customer asks for a copy of their rental agreement or their invoice.
- You want to check that the pickup form was made before the customer drives off.
- You are looking through a booking to see what the customer has been sent so far.
- A colleague asks where the deposit receipt went.
Words these screens use
| The screen says | What it means |
|---|---|
| Agreement | The rental agreement (the contract) |
| Agreement Pickup | The pickup form: the vehicle's state when the customer collected it |
| Dropoff Form | The drop-off form: the vehicle's state when it came back |
| Deposit Invoice | The deposit receipt |
| Credit | A credit note |
| Draft / Official | Whether the document is a working copy or the final version |
Every document, and what makes it
Skim this table once; you will come back to single rows as they come up:
| Document | Made when | Found on |
|---|---|---|
| Rental agreement, Draft | You press Confirm or Reconfirm new data | Documents tab |
| Rental agreement, Official | The customer signs it, or you press Renew agreement | Documents tab |
| Quote | You press Create draft quote, Create quote or Create and send quote | Documents tab |
| Agreement Pickup | The pickup inspection is finalised | Documents tab |
| Dropoff Form | The drop-off inspection is finalised | Documents tab |
| Deposit Invoice | You press Deposit Invoice on the booking | Invoices tab |
| Invoice | An invoice is made for the booking | Invoices tab |
| Credit | An invoice is credited, or a booking's invoice comes out below zero | Invoices tab |
| Manual and combined invoices | Made from the invoice screens, not from one booking | Financials, PDFs tile |
Use this page to find out which document you should be looking for, and where it is.
How to use
Configuration
Which documents are made, and when, is fixed; there is no switch to turn one off. What you can change is how they look and what goes with them:
- The logo, colours and company details at the top and bottom: see Letterhead and branding.
- Which details print on a document: see What prints on a document.
- The language a document comes out in: see Document language.
- Whether an email goes out with it: see Automated emails.
Before you start: any staff account can open a booking's Documents and Invoices tabs, open and email the files there, press Renew agreement and send a Deposit Invoice. The Financials menu and its PDFs tile are for the company administrator account only.
Using the documents on a booking
Open the booking first. From the main menu open Bookings and click the booking's row. Scroll down past the booking details to the row of tabs (Inspection, Checklists, Mileage, Fuel, Damages, Documents, Invoices).
- Click Documents. The list shows the rental agreements, quotes, pickup forms and drop-off forms of this booking. The first column, headed Gemaakt op ("created on"), is the date and time the file was made. Document type and Document status say which document it is and whether it is Draft or Official.
- Press Refresh at the top of the tab if a document you expect is not there yet. The app makes documents in the background, so a new one can take a minute to appear.
- Click the eye icon at the end of a row to open the PDF in your browser, where you can print or save it.
- Click the envelope icon next to it to email that document to the customer. See Finding and re-sending a document for what that screen does.
- To make a fresh official rental agreement, press Renew agreement at the top of the tab. A new Agreement row with status Official appears; nothing is emailed. The button is not there on a lease booking.
- Click Invoices for the money documents. Under Regular invoices you see the invoices, credit notes and deposit receipts of this booking, with the same eye and envelope icons. The undo-arrow icon on an invoice row starts a credit note; see Credit notes. Below that, Aggregated invoices lists combined invoices that include this booking; the eye icon opens that invoice's PDF.
Sending a deposit receipt. Below the tabs is a second row of small tabs. Click Emails, then Deposit Invoice. The app says Sent!, makes the receipt and emails it. It appears on the Invoices tab as Deposit Invoice. This button is the only way the app makes one.
All invoice PDFs in one list. If you have the company administrator account, open Financials from the main menu and click the PDFs tile. The screen headed Pdf lists every invoice and credit note PDF of your company, newest first, including manual and combined invoices that belong to no single booking. Filter by Booking no. or Invoice no. and click the eye icon to open one.
Key details
Every press makes a new file. The app never overwrites a document. Confirming a booking twice gives two Agreement rows; the newest is at the top when you sort by date. The older ones stay as a record of what the customer was sent at the time.
The agreement starts as a draft. A confirmed booking normally carries a Draft agreement. That is not a fault: the agreement becomes Official when the customer signs it, see Send the rental agreement for signing. A booking set to Provisional gets a reservation-request email but no agreement at all.
The inspection forms are always made. Finalising the pickup or drop-off makes the form even when you choose not to email it, so you can still open it afterwards.
What an invoice produces depends on its total.
| Invoice total | Document made |
|---|---|
| Above zero | Invoice |
| Below zero (you owe the customer) | Credit |
| Exactly zero | None; the app says Nothing to be invoiced. |
Worked example. Booking 10482: a van from 5 to 12 September, €500.00 excluding value-added tax (VAT), with a €300.00 deposit. By the end, its tabs hold:
| When | What you did | Row that appears | File name |
|---|---|---|---|
| 2 September | Confirm | Agreement, Draft | Rental_Agreement-10482.pdf |
| 3 September | Customer signs by link | Agreement, Official | Rental_Agreement-10482.pdf |
| 3 September | Emails, Deposit Invoice | Deposit Invoice | Deposit_Receipt-10482.pdf |
| 5 September | Pickup inspection finalised | Agreement Pickup | Rental_Agreement_Pickup-10482.pdf |
| 12 September | Drop-off inspection finalised | Dropoff Form | Dropoff_Form-10482.pdf |
| 12 September | Booking invoiced, €605.00 with 21% VAT | Invoice | Inv-2026117_B-10482.pdf |
The two agreements share a file name; tell them apart by Document status and the date.
What to do next: to email a document again or track down one that has not arrived, see Finding and re-sending a document; to invoice the booking, see Invoice a booking.
Q&A
I deleted a PDF from the Pdf list and it is gone. The bin icon on that list deletes the file at once, with no question first, and it cannot be brought back. The bin sits in a column that is hidden until you switch it on. For a booking invoice, open the invoice from Financials, Invoices and press PDF: when no file exists, the app makes a new one.
Why is there no rental agreement on a booking I set to Provisional? A provisional booking does not get one. Press Confirm on the booking to make it; see Confirm a booking.
Why does the Documents tab show a Draft agreement for a confirmed booking? That is normal until the customer signs. To give the customer an official copy without a signature, press Renew agreement.
The customer's agreement shows old dates or the old vehicle. The agreement is made at the moment you confirm and is not updated afterwards. Press Reconfirm new data on the Emails tab, or Renew agreement on the Documents tab, to make a new one.
Why is a manual or combined invoice not on the booking's Invoices tab? Those invoices do not belong to one booking. A combined invoice is listed under Aggregated invoices on the tab; both kinds are in Financials, PDFs.
Where is the deposit receipt? I cannot find it on the Documents tab. It is on the Invoices tab, as Deposit Invoice.
A document I just made is not in the list. It is still being made. Wait a minute and press Refresh. If it is still missing, see Finding and re-sending a document.
Related pages: Run the pickup inspection and Take a vehicle back at the end of a rental for the inspection forms, Send a quote and follow it up for quotes, Attaching your own document for files you add yourself.