Payments, invoices and reports

Track the price, payments and balance on each hire, print an invoice, and see what every car earns after expenses.

The Payments view tracks what you have taken and what you are still owed. KeyProof records the money; it never processes or holds it.

Money on each booking

Open a booking and its Money and deposit tab shows the money at a glance: the hire price, extras, any fuel charge, and any part refund, then the total, what is paid so far and the balance still owing. You can log a payment as it comes in, with the amount and the day it was paid. You can set or edit the price, add or edit extras, and open a printable invoice for the hire with Invoice. If you have connected your own Stripe, a "Collect ... by card" button creates a card payment link for the balance on your own account, which you copy and send to the hirer, and a card payment on a cancelled hire can be refunded from the same place.

The Payments view

Payments sits in the Money room and reads "Money received and owed" for the month you pick. A month picker and an Export button are at the top, and four figures sit under them:

• Received: the money that came in during the month, one row per payment on the day it was paid, so a hire paid in two goes is two rows and the figure is those rows added up.
• Outstanding: every balance still owed today, whatever its month. A balance is Due until the hire ends and Overdue once it has, and a part-paid hire shows both its payment and what is still owed.
• Overdue: the part of Outstanding that belongs to hires that have already ended.
• Refunded: money handed back in that month, each refund its own row on the day it went back. Received less Refunded is the same month on Today's Takings.

Under the figures is one table of payments and balances: the date, the hirer, the booking and car, the method, the status and the amount. Method says whether it was a card payment taken on your Stripe, a payment you recorded by hand, or, for a balance still owed, whether a card link has been sent. You can search by hirer, booking or vehicle, filter by method, and narrow the list to All, Outstanding, Paid or Refunded. Open booking takes you to the hire.

The rest of Money

Money holds five views along the top, and it opens on Overview. Overview is the summary for the month you pick: Revenue earned, Costs recorded, Net recorded and Outstanding, a twelve-week chart of money in and out, a short list of what needs attention, and a Recent activity list of payments, refunds, payouts to your bank, deposits, the hirer's fee and your costs. Payments is the one above. Deposits is every card hold with its own figures, covered in Deposits and card holds. Expenses is what each car cost you, kept as its own page because what a car cost you and what a hirer owes you are different questions. Insights is where you read whether the business is working. It shows Revenue earned, Costs, Profit recorded and Margin over the last 3, 6 or 12 months, a Revenue vs costs chart by month, Revenue by vehicle, and a Vehicle performance table with each car's hires, utilisation, revenue, costs, profit and margin. It switches on once you have 10 dated bookings, because charts drawn from one row are noise.

One thing people look for in Money is deliberately not there. Your plan and its status live in Settings, beside the card you pay on, rather than being restated somewhere they could go stale.

Unpaid balances

Any booking with a balance still owing shows under Outstanding on Payments, and unpaid balances surface in your morning brief and on the Today screen, so they are not forgotten by the time the car is back out.

Exporting to CSV

You own your records. At the foot of the Bookings list, use Bookings CSV and Customers CSV to export your hires and your customers, one file per tap; each is built from the list the app has loaded, which is the 260 most recent hires and the 200 most recent customers. The Export button in Money produces one dated ledger for your bookkeeper, Xero or QuickBooks: hires, extras, recharged fines and logged costs with a blank VAT column. On Overview, Payments, Deposits and Expenses it covers the month you have picked; on Insights it covers the last twelve months. It reads up to the 500 most recent hires and writes a note row into the file if it hits that ceiling, so a short total is never silent.

For the complete archive there is the full-firm export: every booking, timeline event, named driver, fine, claim and customer note your firm holds, in one JSON file. It has no cap. There is no button for it yet: while signed in as the owner, open keyproof.co.uk/api/fleet/export in your browser and the file downloads. It carries the records, not the photographs. Your export, your records; nothing is locked in.

Two honest numbers. Received, on Payments and on Today's Takings, is money on the day it came in. Revenue earned, on Overview and Insights, is what was paid on hires that ended in the month, so a hire paid in September that ends in October is September money received and October revenue earned.