Invoices
An invoice tells a customer what they owe. In RushHour most invoices belong to an order, but you can also create a stand-alone invoice that is not linked to any order.
How invoices are created
Automatically, from orders
Your company chooses when RushHour creates an order's invoice for you, under Settings → Billing → Invoice Preferences → Create Invoices:
| Option | When the invoice is created |
|---|---|
| Order was created | As soon as the order is created. |
| Order was completed | When the order is closed. |
| Manual | Never automatically — your team creates invoices themselves. |
An automatically created invoice starts from the order: its items, a line for the order's price, a line for each additional charge added to its stops, and a waiting time line for each pickup or delivery stop with recorded waiting time. You can edit it afterwards like any other invoice.
People working on orders can also create an invoice directly from the order, if their role allows it.
By hand
- In Accounting, click New Invoice (or select a customer and choose New Transaction → New Invoice).
- Choose the customer under Bill To. RushHour fills in the customer's address and a due date based on the customer's payment terms.
- Add items and fees (see below).
- Click Save, or open the save menu for Save and Send or Save & Close.
To add another invoice to an existing order, open the order's invoices (see Several invoices for one order) and click Add Invoice.
What an invoice contains
| Section | Fields |
|---|---|
| Bill To | Company Name and Address. |
| Header | Invoice number, Date Issued, Due Date and, for invoices linked to an order, PO Number and Tracking Number. |
| Items | For each item: Item Name, Item Type, Qty, Measurement, Weight, Item Cost and Total, plus optional Driver Name, Pickup Address, Delivery Address and Item Description. |
| Fees | For each fee: Fee Name, Fee Type (a charge type), Fee Address and Fee Cost. |
| Notes | Private Notes and Common Notes. |
| Attachments | Invoice Attachments, and for invoices linked to an order, Order Attachments. |
The editor shows the invoice Total and the Customer Total Balance at the bottom.
Adding fees
Click Add Fee and open the Fee Type list. You can search the list, and it offers:
- Your company's charge types, and for an order's invoice, the additional charges set up for the customers on that order's stops.
- Create New — creates a new charge type on the spot. In the dialog, Add to lets you choose where the new charge is saved: your company settings, the billing customer, or the customer of a specific pickup or delivery.
- Add Waiting Time — see the next section.
To learn how charge types are set up, see Charge types and additional charges.
Adding waiting time
Waiting time (detention) can be billed from the invoice editor of an invoice that is linked to an order.
- Click Add Fee, open Fee Type and choose Add Waiting Time.
- In the Add Waiting Time dialog, select the customer stop, then enter the arrival and departure date and time. The free time is filled in from your company's billing settings and can be changed.
- Check the Billable Waiting Time that RushHour calculates, then click Save.
Saving the dialog also records the waiting time on the order's stop. If your company has a priced waiting time charge type, the fee amount is calculated for you; otherwise enter the amount yourself. To change the waiting time later, click the fee line — it reopens the same dialog.
Approving an invoice
A new invoice starts unapproved. Approve it when it is correct: an invoice must be approved before you can record a payment against it, download it in bulk, or send it to QuickBooks.
- From the list, open the row's ⋮ menu and choose Approve.
- From an open invoice, click Approve.
To take an approval back, use Unapprove in the list or Disapprove on the open invoice. An invoice that already has payments applied to it cannot be unapproved.
Invoice statuses
An invoice has an approval status and a payment status.
| Status | Meaning |
|---|---|
| Draft / Open | Not approved yet. |
| Approved | Reviewed and ready for payment. |
| Paid | Payments cover the full amount. A Paid stamp appears on the invoice. |
| PartialPaid | Some, but not all, of the amount has been paid. |
| Overdue | The due date has passed and the invoice is not fully paid. |
In the list, the Payment Status filter also offers Pending for invoices that have no payments yet. The Balance column is color-coded, with a tooltip that explains whether the invoice is fully paid, overpaid, partly paid, not paid, or not paid while the order is not completed yet.
Downloaded, QuickBooks and email icons
Next to each invoice's status, small icons show at a glance what has happened to it. Hover over an icon for details.
| Icon | Tells you |
|---|---|
| Download | That the invoice has been exported to an IIF file (see Sending and downloading invoices), how many times, and whether the invoice was edited after the export. |
| QB | Whether the invoice is in QuickBooks, was edited after it was sent, or failed to send. See QuickBooks. |
| Whether the invoice has been emailed, and whether it was edited after it was sent. |
Revised invoices
If you change the amount of an invoice after it has been emailed to the customer, RushHour marks it as revised: its number gets an R prefix and a Revised stamp is shown on the invoice.
Several invoices for one order
An order can have more than one invoice — for example, to bill a later adjustment separately. One of them is the order's Default invoice.
To see all invoices of an order, open an invoice row's ⋮ menu and choose Order Invoices. The order's tab shows the customer, route, default invoice amount, paid amount, amount due and number of invoices, with two tabs:
- Invoices — every invoice of the order, sortable by date. From here you can View, edit, Duplicate, and Set Default. Approve and Unapprove are available on the default invoice.
- Audit Log — the invoice history (see below).
Changing the default invoice is locked once the current default invoice is approved or has been sent to QuickBooks or by email. If you really need to change it, use the settings icon and Enable Set Default, then confirm.
A duplicated invoice is not sent to QuickBooks until you send it.
Which invoices count toward the customer's balance
The customer's balance counts each order's default invoice. Additional invoices are shown as Excluded unless you make them the default. Use the Included / Excluded Invoices filter to see which is which.
Invoice audit log
The Audit Log tab of an order's invoices lists what happened to them and who did it, for example Created Invoice, Created Custom Invoice, Edit (with the price before and after), Set Default, Approved, Sent QB, QB Error, Email Sent, Email Error, Revised and Awaiting QuickBooks Eligibility. You can search the log and add a note to any entry.
Deleting an invoice
Open the invoice row's ⋮ menu (or the open invoice) and choose Delete. Delete is only offered for invoices that have no payments applied to them.