Orders & Billing
From quote to invoice to return
Orders, quotations, subscriptions, invoicing, recurring billing, and processing returns — the full rental money loop.
Orders
One order can hold several devices. The page has Orders and Returns tabs, and stat cards for Total Orders, Active Subscriptions, Devices Out, and Total Revenue.
Create an order
Click Create Order, search and pick the customer — a credit-limit indicator warns if the order would exceed their limit — then set the details and add line items.
Per order
- Customer*, Start Date*, Billing Cycle (Weekly / Monthly / Quarterly), Payment Status, Notes
Per line item
- Product, Quantity, Rate (₹/day), Security Deposit, which devices (multi-select)
What you'll seeThe order appears with the right amount and status, each assigned device flips to Rented in Device Inventory, and a matching subscription is created automatically.
Move an order through its lifecycle
Each row has a status dropdown that only offers the next valid step: Order Created → Device Delivered → Subscription Active → Subscription Closed / Device Returned (or Cancelled). Generate an invoice from the row, or send a delivery note over WhatsApp.
Quotations
Send a customer a priced quote before it becomes an order.
Create and send a quote
Click Create Quotation, pick the customer and product, set quantity, duration, and rate/day. A live GST preview shows the CGST+SGST (or IGST) split and total. Add notes and terms, then save.
From the row you can Download PDF, share on WhatsApp (auto-marks it Sent), or Convert to Order.
What you'll seeStatus moves Draft → Sent → Accepted. Converting picks an available device and creates the order in one step.
Returns & requests
Bring devices back, assess condition, settle deposits, and approve requests customers raise from their own portal.
Schedule and process a return
Schedule Return from an active order. When the device comes back, Process it: set the actual date, pick a condition (Excellent → Poor), note any damage and charges — the refund is calculated as deposit minus charges. Then Refund records the payout (UPI / Bank / Cheque / Cash).
What you'll seeThe device flips back to Available in inventory and the subscription closes. Stat cards track On Time, Late/Overdue, Pending Refunds, and Total Refunded.
Approve portal requests
Under Requests, customers' Return and Extension requests land for you to Approve or Reject with a note. Approving a return creates a return record; approving an extension moves the order's end date. The customer is notified either way.
Subscriptions
The recurring side of every order, grouped by customer. Stat cards cover Customers, Devices, Active, Expiring, Overdue, and MRR (monthly recurring revenue).
Auto-created
Every recurring order shows up here automatically — there's no separate "create subscription" step.
Edit & extend
Change each device's start/end dates and rate, or extend and preview the old → new end date.
Cancel
Closes the subscription and creates a return record.
Bulk actions & filters
Extend or cancel several at once, and filter by All, Active, Expiring, or Overdue.
Billing & Payments
Three tabs: Invoices, Recurring, and Revenue. Stat cards show Total, Paid, Pending, Overdue, and Total Revenue.
Create and settle an invoice
Create Invoice, pick the order — a live preview shows the GST split (CGST+SGST for in-state, IGST for inter-state) and total. From a row: PDF to download, WhatsApp to send, Mark Paid (choose method and date), or Create Recurring to schedule it.
What you'll seeThe PDF downloads with your invoice number sequence and the correct GST breakdown (HSN/SAC 997212), and the invoice can be marked Paid.
Recurring invoices
Automate invoices that repeat.
New Schedule
Create one from an order or an existing invoice.
Cycles
Weekly through Yearly.
Late fees
Fixed amount or percentage, with grace days.
Line items
Add extra charges to a schedule.
Generate Due Invoices
Creates every invoice that's due right now.
Pause / cancel
Per schedule, whenever you need to.