Accounting
The Accounting workspace is where your billing team turns completed work into money: it holds every invoice and every customer payment, shows each customer's balance, and is the starting point for sending invoices to QuickBooks.
Open it from the sidebar: Accounting.
What you see
The workspace has two panels.
| Panel | What it shows |
|---|---|
| Customer list (left) | Your customers, with a search box. Select a customer to narrow the list to their transactions. A filter view lets you narrow the list by type, status, dates, amount and more. |
| Transactions (right) | Invoices and payments together in one list. When a customer is selected, a card above the list shows their contact details, open Balance and default payment method, plus a New Transaction menu. |
Along the top of the transaction list you'll find the everyday actions:
| Action | What it does |
|---|---|
| New Invoice | Creates an invoice by hand. See Invoices. |
| Add Payment | Records a payment from a customer. See Recording payments. |
| Payments Received | Opens a report of the payments you received between two dates. |
| Send QB | Sends the selected invoices to QuickBooks Online. See QuickBooks. |
| IIF | Downloads the selected invoices as an IIF file for QuickBooks Desktop. |
| Download icon | Downloads a PDF of each selected invoice. See Sending and downloading invoices. |
Each row also has a ⋮ menu with actions for that invoice or payment, and you can expand an invoice row to see the payments applied to it.
Filtering the list
Use the filter view in the left panel to find transactions by:
- Type — invoices, payments, or both.
- Status — for example Draft or Approved.
- Date range and Min / Max price.
- Quickbooks — whether an invoice has been sent, and QuickBooks Export problems (Failed or Retrying).
- Email — whether an invoice has been emailed.
- Invoice Type — with or without an order, custom or default invoices.
- Payment Status — Paid, Pending or Overdue.
- Included / Excluded Invoices — whether an invoice counts toward the customer's balance.
By default the list shows each order's default invoice. Choose Show All Invoices to include the additional invoices of an order as well.
In this section
| Page | Read it to learn |
|---|---|
| Invoices | How invoices are created, edited, approved and tracked, and what their statuses mean. |
| Sending and downloading invoices | How to email, print and download invoices, and export them to a file. |
| Recording payments | How to record cash, check and card payments, apply one payment to several invoices, and review payments received. |
| QuickBooks | How RushHour sends invoices and payments to QuickBooks Online, and how to fix an export that did not go through. |
Permissions
What you can do in Accounting depends on the permissions of your role. If a button is missing or an action is refused, ask your company administrator.
| Permission | Allows you to |
|---|---|
| View Invoices and Payments | See invoices, payments and customer balances. |
| Create/Edit Custom Quote | Create, edit, duplicate, approve and delete invoices. |
| Add/Edit payment | Record and edit payments. |
| Email Invoice/Payment | Email invoices to customers. |
| Download data | Download invoice PDFs and export IIF files. |
| Send QB | Send invoices and payments to QuickBooks and mark invoices as added to QuickBooks. |
Some actions are limited further by role. For example, the Approve action is only offered to certain roles such as company administrators, and deleting, restoring or permanently deleting a payment is limited to company administrators.
These Accounting features are being prepared and are not yet available:
- Payouts — a workspace for paying drivers and carriers: reviewing what each one is owed, recording payments, grouping payouts into settlements and producing settlement statements.
- Payment links — a secure link you can copy or email so a customer can pay an approved invoice by card without signing in.
- Pending fee amounts — fees whose amount still has to be entered are flagged on the invoice, and the invoice cannot be approved or paid until the amounts are filled in.