Flotello keeps all the money of a rental in one place: rent, deposit, surcharges and refunds. By card via Stripe, in cash or by bank transfer — all in a single record.
Rent
The rental price is billed as “Rent”. You record the payment on the reservation detail: cash, bank transfer, or card (you can send the customer a payment link). When you have them pay — up front, at handover — is up to you.
Advance payment and balance
Renting months ahead and do not want to take the full price right away? In Settings → Payments switch “Rent payment for online bookings” to Advance payment + balance and enter two numbers: what percentage of the price the customer pays when booking, and how many days before the rental starts the rest is due.
- Before paying, the customer sees the schedule: how much now and how much by when. Only the advance payment is charged when booking.
- A booking made closer to the start date than the balance due period is paid in full right away.
- Seven days before the due date and again on the due date, the customer gets an email with a card payment link. After paying they receive a confirmation.
- The reservation detail shows how much is paid, how much remains and by when. You can also accept the balance in cash or by transfer, or send the link manually.
- An overdue balance shows on the dashboard, in the reservation list, in the daily email and at handover. The reservation is never cancelled automatically — you decide.
- You can also accept only part of the price for a reservation you create yourself: just lower the amount when accepting the rent.
On cancellation, the refund is calculated from what the customer has actually paid. When the dates change, the due date moves together with the rental start; the advance already paid is not recalculated. Split payment does not affect the security deposit — it is always collected at handover.
Deposit
The deposit is paid at vehicle handover, together with signing the contract and the protocol. You record it the same way as rent: cash, transfer, card. With a card payment the deposit is actually charged (not just held) — which also works for long rentals where a card hold would expire.
Refunding the deposit
After the return and the signing of the return protocol, you have two buttons on the detail:
- Refund deposit — returns the full amount,
- Refund part of the deposit — you enter the amount to return (say, after deducting damage or a km surcharge); the rest is recorded as a deduction with a reason.
For card payments, the refund goes back to the customer’s card automatically via Stripe. For cash and transfers, you record the refund manually. Everything is written into payments — the paper trail is complete.
Card payments (Stripe)
Under Settings → Payments you connect Flotello to your Stripe account. Customer payments then flow directly to your account — Flotello takes no commission, you only pay the usual Stripe fees. Without the connection, cash and transfers keep working as normal; card appears in the options once the connection is complete.
Overview
Every reservation has a payment panel with the state of play: what is paid, what is pending, what was deducted and refunded. The reservation’s change history captures payment events too.
Invoice for the rental
You can also issue an invoice for the reservation — with or without VAT depending on whether you’re registered. Details in the Invoices and VAT guide.