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 tab 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 to see its money at a glance: the hire price, extras and total, plus what is paid so far and the balance still owing. You can log a payment as it comes in, set or edit the price, add or edit extras, and produce a printable invoice for the hire. If you have connected your own Stripe, you can also create a card payment link for the hire on your own account and send it to the hirer.

The Payments tab

• Money owed: what you are still owed, split by how far past the hire end date collection is, with a button through to the hires it is made of.
• Month summary: pick a month and see revenue broken down by vehicle, with recorded revenue over the last eight weeks.
• Hirer fees: how many verification fees hirers have paid at check-in. The fee is paid by the hirer, never billed to you.
• Accounting export: one dated ledger for your bookkeeper, covered below.

The rest of Money

Money holds four views along the top. Payments is the one above. Deposits is every card hold with its own totals and a hold-age card. 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: what KeyProof has recovered and earned you against what you pay for it, this month's figures, profit per car, how hard each car is working, and where your live hires sit in their lifecycle.

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 money owed, 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. From the Bookings tab, 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 100 most recent hires and the 200 most recent customers. From the Payments tab, Export for accounting produces one dated ledger for your bookkeeper, Xero or QuickBooks, hires, extras, recharged fines and logged costs with a blank VAT column: 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.

Revenue figures are what you have logged as paid, grouped by the week each hire ends. A payment carries no separate date of its own, so read them as revenue recorded, not as the day cash arrived.