Create a Rent Invoice PDF for Logistics Effortlessly

Rent invoice pdf for Logistics

hi guys and welcome back it's Joe with the daily logistics where we discuss how you can grow and improve your rental company using digital solutions in today's video we're going to talk about how to convert an estimate to an invoice when you have a rental estimate in QuickBooks how do you then take that estimate and turn it into an invoice it's actually quite simple I'll walk you through the process and I'll give you some tips and tricks along the way to help ensure that your customer is well informed as to all the things that they should expect from your company when you deliver or take care of these rental items so let's go ahead and get started we're gonna log in to the QuickBooks dashboard here and we're gonna go over to the invoicing tab and select all sales okay then from here we are going to filter by estimates I've already done that here suppose show me my estimates below I'm gonna select the estimate that we want to convert to an invoice just click it and it'll pull it up okay from here you'll see the original estimate that you sent to them and let's just imagine that they want to go ahead and everything on the invoices is as they want it so we want to convert this to an invoice now I want to stop right here and just explain a few things because imagine for example you might be on a phone call with this customer okay and they have expressed their desire to go ahead and book these rentals with your company now the second that your customer says yes I'm ready to go ahead and book this order I want to reserve with your company we're ready to go I want you and I want you to also train your sales staff to write when they hear that click this create invoice button ok and the reason I say that is because I've experienced it a lot of times in my rental company and I've seen it in the past where if you don't do that you can end up going through this entire phone call the customer says they're ready to order and you agree and you go through all the items that are on that estimate if you forget to create an invoice right then a lot of times you'll get off that phone call and immediately get another phone call right away you're gonna email that you need to respond to and somehow or another this estimate gets forgotten and it gets left as an estimate and it doesn't get converted to an invoice and then by the end of the day you've completely forgotten about that particular order and you won't even know that that order is coming up in your pipeline until the day of the event when the customer is calling you asking you where their rental items are and you had no idea that that order was even coming up because you forgot to create an invoice for it okay so definitely want to recommend that highly that whenever you hear the customers say hey I want to confirm this click that create invoice button that way you know you're going to get on this invoice page and you can start working off of the new invoice here so at this point we are going to essentially just go through the invoice and ensure that the customer has everything that they need on this invoice you want to reconfirm all the quantities the items the details of the delivery address contact information all that with them before you go ahead and close this out okay so that discussion might sound something like this all right even Hazzard it looks like we're going to reserve this rental order for you let me just briefly go through and make sure that we have everything here that you're needy we have the four 60-inch round tables the 24 white plastic Samsonite chairs we have the four 120 inch round black linens to go along with those 60-inch round tables and we're going to be delivering these items to you at 8:48 East Calle del Norte Chandler Arizona eight five two two five the person that we're going to be calling when we deliver these items is the phone number we have for them is four eight zero to nine six eight seven three two and we'll be delivering those items on Saturday February 8th between 7 a.m. and 11 a.m. now head and once you receive these items you can go ahead and use them for your event we're gonna drop them off in a location outdoors maybe on the side of your house or wherever you like our guys to set them we just ask that when you're finished with those rental items that you stack up the chairs where we left them and put the tables fold the legs in put them up against the chairs and then bundle up those linens inside of each other put them out there so that when we return on Monday the 10 our guys can just swing back there anytime we have you scheduled for an anytime pickup so don't worry about working around our time schedule if you need to do something that day you need to leave the house just go ahead and leave the gate open for us or ensure that there's some way for us to access those items and that way we won't have to bother yeah we'll just pick those items up and you'll be all taken care of and then ask you know at that point you would ask if he has any questions or if we missed anything as long as everything is good to go you should be all set the last thing you just want to double check and make sure is that you have the ship and return date enter here correctly okay and most importantly this invoice date make sure that that invoice date is the date of the event when you first create it it's going to default to the date to today's date okay so you want to make sure that you change that invoice date to give it to the date of the event which in this case should be the ship date because you've already put the ship date on the estimate okay so you just match the ship date with the invoice date once that's done you're all set you can hit save and send here send this invoice off in an email if you're going to take a payment on this invoice you can after you saved it you can receive an invoice or receive a payment against the invoice now if you have credit card processing set up with QuickBooks you can you know just send the estimate or send the invoice to the customer and they can paid for it right there from the email if you if you use a third-party merchant processor obviously you need to log in to that merchant processor run the payment and then once the payment has gone through you're gonna go ahead and get receive payment and receive it against that invoice enter the amount that you're receiving and hit save and close and it will apply to that invoice so that's it guys that's all we have for today pretty quick and easy just convert that estimate right over to an invoice and you're all set to go now the next time you need to view what's coming up for your orders that order is going to show up on the date that you selected for the every day and you should be all set to go you have no no issues remembering that you have that order coming up and you definitely won't forget it just make sure you click that convert to invoice button immediately when the customer says that they're ready to reserve if you have any questions or comments leave them in the section below the video hit the like and subscribe button if you haven't already to receive updates for all of our upcoming videos and for now that's all we have happy Rentals