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Mileage and Invoicing ​

Record end mileage on completed trips and create invoices when bookings are ready to bill.

Record end mileage ​

When a booking is completed, enter the vehicle's end mileage so your records stay accurate.

  1. Open the booking from the list or calendar.
  2. On the Details tab, find Mileage recording.
  3. Enter End mileage for the vehicle.
  4. Click Save.

Minimum mileage

End mileage must be equal to or greater than the latest reading already recorded for that vehicle. A hint below the field shows the previous reading if one exists.

Booking edit form with end mileage fieldAn example of recording end mileage on a completed booking.

After the booking is invoiced, it locks and mileage can no longer be changed. See Updating Options for Billing buffer settings.

Training bookings use the same Mileage recording section when a vehicle is assigned. Billable mileage follows your team Invoice mileage basis setting.

Billable bookings stay editable until they are invoiced, even after the billing buffer period ends.

Invoice a booking ​

When a billable booking is ready, create an invoice from the booking itself.

  1. Open the completed booking.
  2. Go to the Options tab.
  3. Click Invoice (or Invoice early if shown before the normal lock date).
  4. Review the bill-to preview and totals.
  5. Click Create invoice (or Create invoices for open bookings with multiple charged members).

Booking locks after invoicing

After invoicing, the booking is locked and cannot be edited. Check mileage and details before you invoice.

Booking Options tab with Invoice actionAn example of creating an invoice from a completed booking.

Invoice early ​

If you have permission to create invoices, you may see Invoice early on the Options tab before the billing buffer ends for completed bookings.

  • A notice on the booking shows when it would normally be invoiced at midnight.
  • Early invoicing locks the booking immediately — use it only when you are sure the trip details are final.

For Open bookings with Charge members turned on, you can invoice individual members from the booking Members tab using Invoice member or Invoice all members — before the journey, after completion, or any time a member still needs an invoice. See Open Bookings — Invoicing members.

Open booking invoices ​

For Open bookings with Charge members turned on, invoicing creates one invoice per charged passenger.

Before the journey ​

  • Members are invoiced automatically according to the Invoice period (team setting; default 1 week before the journey).
  • Use Invoice member or Invoice all members on the Members tab to invoice earlier if needed.
  • Each member is billed the per-place share of the booking total (total ÷ vehicle seat capacity). See Open Bookings — Per-place pricing.
  • If you remove a member during the invoice period, their invoice stays due. If you remove them before the period starts, unpaid invoices are voided and any payment becomes account credit. See Open Bookings — Remove a member.

After completion ​

  • Use Invoice or Invoice early on the Options tab to create any remaining member invoices after the trip, following the normal billing buffer rules.

Member totals and booking total

Member invoices use per-place pricing: the booking total is divided by the vehicle’s seat capacity, rounded to the nearest penny, and the same amount is applied to every member.

Because of rounding, the combined member invoice totals may be slightly more or less than the booking calculated total. For example, £10.03 on a 5-seat vehicle becomes £2.01 per place (£10.05 in total across five members).

See Open Bookings — Per-place pricing for more detail.

View linked invoices ​

  1. Open the booking.
  2. Go to the Invoices tab.

From here you can open invoices created from this booking.

Missing mileage alerts ​

Bookings that need end mileage appear in list indicators and on the Alerts page. Use the Missing mileage filter on the bookings list to find them quickly.