Flotello issues an invoice for the rental that holds up — with VAT for registered businesses and as a document for non-registered ones. We’re not building accounting software: the goal is a correct document with no retyping, not a replacement for your accounting system.
Invoicing settings
Under Settings → Invoicing you fill in:
- whether you are VAT-registered and which rate you use (21% by default, changeable — say, for other markets),
- whether the prices in your price list are entered with VAT (final prices) or without VAT (tax base) — the system always calculates the other figure and shows both,
- the issuer’s billing details: name, address, company ID, VAT ID, bank account, optionally a logo and a footer,
- the number sequence: prefix, year in the number (e.g. 2026-0001), starting number and behaviour at the turn of the year.
Non-registered businesses leave the toggle off — VAT then appears nowhere and the invoice carries a non-registration note.
Prices with vs. without VAT
A cart rental thinks in final prices, a machine rental serving businesses in prices before tax — so you choose the mode. Whichever you pick, the customer on the public booking page always sees the price with VAT, and the same amount goes into the card payment and onto the invoice. The deposit is a refundable security — it isn’t taxed and is never recalculated.
Issuing an invoice
On the reservation detail, in the Invoices panel, click “Issue invoice”. The draft is pre-filled:
- Rent according to the reservation price,
- extra services and fees as separate lines (barbecue, cleaning, out-of-hours handover surcharge),
- the surcharge for kilometres over the limit (calculated from the handover protocols),
- the deducted part of the deposit as a separate item — outside VAT by default as damage compensation; confirm the correct treatment with your accountant.
You can edit the items, add your own lines or change the customer (for businesses including company ID and VAT ID). The document number is only assigned at the moment of issue, so the sequence is always continuous with no gaps. The finished PDF is stored with the reservation and goes to the customer by email in one click.
Cancellation and corrections
An issued invoice is immutable — just like a signed contract. When there’s an error on the document, you cancel the invoice (with a note saying why) and issue a new one. The cancelled document stays in the sequence and in the lists, it just isn’t counted in the totals.
Invoice list
The Invoices section (visible to the owner) shows all issued documents with a period filter and totals of the base, VAT and full amounts. It’s an operational overview for checks and for your accountant’s records — not accounting.