Solution

Billing

Quotes, invoices, payments and credit notes. Per-client product catalogue and tax rates. Direct billing to your customers, included in the Customer Hub package.

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Included in Customer Hub — $10 / user / month + GST.

Bundled with CRM & marketing and Messaging in the Customer Hub package. Month-to-month, no lock-in contracts. Priced per user, stacks on top of your Telematics subscription.

Quote → invoice → paid

One flow from first quote to settled invoice.

Quotes

Raised against one of your CRM customers with configurable validity days, tax rate and notes, and numbers generated from a per-client prefix. Add lines by hand or pull them from the product catalogue, with per-line tax overrides. Type each line so one document mixes rental, product, service, damage, deposit and surcharges. Email a PDF to chosen recipients — the send form pre-fills from CRM contacts, and a successful send stamps sent_at and advances draft → sent. Mark accepted (wins the CRM deal) or declined, or convert to an invoice in one click — with a row lock so two simultaneous converts can't create two invoices.

Invoices

Raised directly or from a quote, with configurable due days and per-client numbering. Frozen quote lines copy across on conversion so the invoice mirrors what the customer accepted. Email the invoice PDF with a full audit trail of who it went to, when, whether it succeeded, and the error if it didn't. Change the tax rate on a draft and have it re-total, with a multi-rate tax breakdown when lines carry different rates.

Payments

Record full or partial payments with method (EFT / bank transfer, card, cash, cheque, other), reference, received date and note. The invoice auto-settles to Paid the moment payments cover the balance, and over-payment is prevented under a row lock — no accidental credit balances from a fat-fingered receipt.

Credit notes + PDF audit

Cap credits at what was billed, mark drafts as drafts.

Standalone account credits, or a full-credit draft raised straight from an invoice with its lines copied for the manager to trim.
Credits are capped so paid + credited can never exceed the invoice value — the platform tells you exactly how much is outstanding.
Void a credit note and the invoice re-opens automatically — straight to Overdue if it's already past due.
DRAFT / VOID / CANCELLED watermark on any non-final PDF, so a draft or voided document can never be mistaken for a live financial record.

Product catalogue + tax rates

Reusable catalogue, snapshotted tax rates, per-client settings.

Per-client product catalogue — parts, consumables, equipment for outright sale, services / labour and fees — each with SKU, description, unit price, unit label, an optional per-product tax override and an active flag.
Named reusable tax rates — Australia GST 10%, New Zealand GST 15%, GST free 0% — with one default per client. The rate is snapshotted onto the document, so editing a rate later never re-prices history.
Per-client billing settings — tax rate and label, quote validity days, invoice due days, and the quote / invoice / credit-note number prefixes.

Reporting + CRM integration

Every document ties back to a deal or a hire.

Per-customer billing summary — lifetime billed, outstanding, overdue, invoice count and open count — surfaced directly on the CRM company record.
Full traceability — every document links back to where it came from (a CRM deal or a hire), and forward to the invoices raised from a quote.
Overdue sweep every morning flips past-due invoices with a real balance to Overdue and raises a CRM collections task, so nothing quietly ages out of sight.
Live updates on billing lists and detail pages — new, changed and removed rows highlighted as they happen, so a two-user team never trips over each other.

Built for real-world hire billing.

Billing is the most rigorously secured module in the platform. The client set is re-derived from your permission grants on every request — the session client is treated as a hint only — and every state-changing endpoint requires an Administrator or Editor grant. Operators genuinely are read-only: they can see billing data but never change it, issue a document or record a payment.

Common questions

How do quotes convert to invoices?

One click. Marking a quote accepted wins the linked CRM deal; converting it copies the frozen quote lines across to a new invoice under a row lock, so two people hitting Convert at the same time can never create two invoices from the same quote. The invoice inherits the customer, tax rate and line types from the quote and picks up the client's default due-days setting for its due date.

What happens if a payment overshoots the invoice balance?

It's prevented. Payments are recorded under a row lock, and the platform will reject a payment amount larger than the outstanding balance with a message telling you exactly how much is left to pay. The invoice auto-settles to Paid the instant the sum of payments covers the balance — no manual state change and no accidental credit balances.

Are past invoices re-priced when I change a tax rate?

No. The tax rate is snapshotted onto the document at the time it was raised, so editing a client's default rate (or one of the reusable named rates) never touches history. A draft or sent quote that hasn't gone final can be re-totalled by changing its own rate — the change stays with that document. Multi-rate lines are supported: a document with mixed rates renders a per-rate tax breakdown on the PDF.

Can Operators view billing data?

Yes — read only. Billing is the most rigorously secured module in the platform: the client set is re-derived from your permission grants on every request, and every state-changing endpoint requires an Administrator or Editor grant. Operators can see a per-customer billing summary and open documents but can't raise, edit, void or record payment against anything.

How do the PDF watermarks work?

Any quote, invoice or credit note that isn't a live financial record renders with a DRAFT, VOID or CANCELLED watermark across the page. A draft becomes an un-watermarked PDF the moment it's sent; a voided credit note keeps its watermark forever. It's not a cosmetic overlay — it's baked into the PDF, so a downloaded draft can never be mistaken for the real thing.

Do you integrate with Xero or MYOB?

Not in the current release. Billing is a self-contained module today — quotes, invoices, payments, credit notes and reporting all live in Teletrack. Xero and MYOB sync is on the roadmap; talk to us about your accounting workflow and we'll flag your requirements against the build plan.

Can I mix line types on a single document?

Yes — that's the point of typed lines. One invoice can carry rental, product, service, damage, security deposit, late-return surcharge and manual charges all together, so a hire customer gets a single document instead of three. Each line can carry its own tax override too, and the totals block breaks down tax per rate.

See Billing on your own workflow

We'll walk through raising a quote against a CRM customer, adding mixed line types, emailing the PDF, converting to an invoice, recording a partial payment and issuing a credit note. 30 minutes.

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