Finance totals and exports
Use Finances to work with invoices, expenses and money still to collect or return. Open Dashboard → Statistics to compare rental revenue with money received and export a report.
For creating, sending and correcting invoices, see Invoicing.
Choose the number you need
| Where to look | What the number answers | Dates used |
|---|---|---|
| Statistics → Overview → Revenue | Value of rentals that started in the selected period | Rental start date |
| Statistics → Overview → Collected, Outstanding, Refunded | Payment position of the rentals selected by that period | Rental start date selects bookings; their payment entries supply the balances |
| Statistics → Income → Received | Rental payments received during the period | Payment date |
| Statistics → Income → Refunded | Rental money returned during the period | Refund transaction date |
| Statistics → Income → Net income | Received minus rental refunds | Payment and refund dates |
| Statistics → Vehicles | Revenue from rentals active during the period, apportioned to their time in it | Rental overlap with the period |
| Finances → Expenses → Overview | Recorded expenses and closed maintenance costs for the selected year | Expense or service date |
Revenue excludes cancelled, rejected and expired bookings. Income keeps their recorded rental payments and refunds, because the money still moved. Archived vehicles keep their historical income.
Overview’s Collected is rental payments minus rental refunds for the selected bookings. Outstanding is their remaining rental balance. Payments made outside the selected period can count in this booking-based summary.
Security deposits and deposit returns are excluded from rental income. Additional payouts recorded as Compensation are also outside the Income report. See payment types and balances.
Example: an advance paid in another month
A June rental costs €300. The customer pays €100 in May and €200 in June, plus a €500 refundable deposit in June.
- June’s Overview revenue is €300, attributed to the rental’s start date.
- The booking’s rental payments total €300, so it has no rental balance.
- June’s Income report contains the €200 rental payment. May’s report contains the €100 advance.
- The €500 deposit is held separately and appears in neither month’s Income total.
The reports answer different questions. Comparing June’s €300 revenue directly with its €200 received income would miss the advance paid in May.
Check money still to collect or return
Open Finances → Payments → Due Payments. Filter by vehicle, Rental month or Trip status. Rental month means the month the rental starts, rather than the payment’s due month. The total changes with these filters.
Open a listed booking to review its payments and collect the balance. A completed trip or issued invoice can still have an unpaid rental balance.
The neighboring Deposit Refunds tab shows held security deposits and rental overpayments. Check the booking before returning the money.
Review expenses
Open Finances → Expenses → Overview and choose the year. Review totals by category, vehicle and month. Planned and Planned to year end are forecasts shown separately; they are not added to the recorded expense total.
Switch from Overview to the Expenses list to filter by name, category, vehicle and date range. Both boundary dates are included. Closed maintenance appears here too, so avoid entering the same service again as a manual expense. Its row opens the maintenance details; change the service in Maintenance.
For costs that recur, use recurring expenses. For a policy or other vehicle document, attach its cost or schedule to the document.
Export a report
- Open Dashboard → Statistics and select the period. Use Last month for a complete calendar month, This month for the month through today, or Custom for an inclusive start and end date.
- Select the vehicle class, or leave all classes selected.
- Open Income and review the received, refunded and net amounts.
- Click Export → Income (Excel) or Income (CSV) for individual rental payment and refund rows. The file includes payment dates, customer, vehicle, method, reference and linked rental details.
The ordinary CSV and PDF report export fleet statistics, including revenue and vehicle results. Choose an Income export when reconciling payments received.
The period and class selection apply to the export. Searching or sorting the Income table changes the table only. If the screen says its payment list was shortened, the export still includes the full selected report. Very large reports ask you to choose a shorter period.
The Income report uses payment transactions. If a booking was only marked paid, check whether its payment entry was recorded before expecting it in the file. Correct a wrong date or method on the booking’s transaction row, then export again.
If Montonio Payouts is available in Finances, use it to check provider settlements. A payout’s timing and fees can differ from the rental payments in Income.