EquipFlow
Billing & QuickBooks

Create and send an invoice

Turn eligible rental work into a draft, review the billable dates, quantities, rates, and customer details, then send the invoice.

For:OwnerDispatcher

Before you start.

  • Create rental work with billable dates, quantities, and rates.
  • Add the customer’s billing email before sending.

Steps.

  1. Open Ready to draft

    Take me there →

    Open Billing and choose rental work from Ready to draft. Select the intended billing period and review the rental lines, dates, quantities, rates, fees, and taxes.

    Billing overview with open receivables, ready-to-draft work, and needs-attention items

    Billing surfaces the work ready to draft and the highest-impact exceptions.

    Open full-size screenshot (new tab)

  2. Create and review the draft

    Resolve warnings such as missing billable dates, quantity, or rates—or overlap with an existing invoice—then create the draft. Open it and compare the rental period, customer, lines, totals, tax, and due date with the rental work.

    The draft is editable billing work. It does not change dispatch, return, assignment, or unit readiness truth.

    Invoices workspace listing synthetic draft, open, overdue, and paid records

    Use the Invoices workspace to review the draft against the rental work.

    Open full-size screenshot (new tab)

  3. Send the invoice

    Preview the customer document, confirm the billing email, and choose Send invoice. Verify that the invoice moves to Open and that its email history records the send.

    note

    QuickBooks is optional. EquipFlow can create, send, and collect invoices whether or not accounting sync is connected.

    Synthetic invoice detail with customer, charge lines, totals, and document actions

    Invoice detail keeps the customer document, billable lines, totals, and delivery actions together.

    Open full-size screenshot (new tab)

Common problems and recovery.

Billing says there is nothing to invoice.

Check the billable date overlap, rates, quantity, line type, and non-zero total before regenerating.

The period overlaps another invoice.

Review the existing invoice and select a non-overlapping period; do not remove issued history casually.

The invoice cannot be sent.

Fix the customer email, totals, draft state, date, and line validation, then retry.

Related Help articles.

Dispatch & ReturnsMark equipment off rent and schedule pickupBilling & QuickBooksUse Billing with or without QuickBooks and recover sync problems

Continue in EquipFlow.

Open the product to do the work, or contact support if the saved information does not match what this article describes.

Open EquipFlowContact support

Last reviewed 2026-07-10 against EquipFlow product commit 65a153c3f.