The money arrives sooner
An invoice that goes out the day the job ran, with a card link in it, is paid on a different timescale to one written on Sunday evening and posted as a PDF.
Built from the bookingCard link in the emailStripeCredit notes and refundsDriver settlementsPartner payablesStatement importConsolidated monthly billingExpenses with receipts
Where the money waits
You did the work in August. You are still chasing it in October.
Nobody loses money on the trip. They lose it in the fortnight between the job finishing and the invoice going out, and then again in the six weeks nobody spends asking for it.
The invoice is typed a second time
The figures already exist on the booking, so retyping them is work that can only introduce a mistake.
Asking for money feels rude
So the reminder is not sent, and the invoice that needed one nudge in week two gets four phone calls in month three.
The bank statement is ticked off by hand
A folder of PDFs against a column of transactions, once a month, by the person least able to spare the evening.
Nobody knows which jobs were worth doing
The client price is on one document, the partner cost on another and the driver's pay in a third - so margin is a feeling.
From finished trip to money in the account
- 01
Raise
The invoice inherits the booking - legs, extras, waiting time, the agreed rate. Nothing is retyped, so nothing is retyped wrong. It can raise itself on a schedule.
- 02
Send
A PDF under your branding, with a card link in the email. The client pays from the same message rather than asking for bank details.
- 03
Chase
Reminders go out on their own and stop the moment the money lands. The aging list tells you who is late before the client tells you they forgot.
- 04
Reconcile
Import the bank statement and payments match themselves against invoices. What is left over is the short list worth looking at.
The ledger
Not a list of documents. A list of who to ring this morning.
Sorted by date, an invoice list tells you nothing. Bucketed by how long the money has been outstanding, it tells you where the fortnight went and which client has quietly become a problem.
- Aging buckets and days-sales-outstanding, computed rather than counted by hand
- Reminders you word and time yourself, and which stop the moment an invoice is paid
- Credit notes reduce the gross and recompute the status - the audit trail survives
- A non-draft invoice cannot have its figures edited; voiding it keeps the history
Outstanding · £5,200.00
10 invoices · DSO 34 days
Not due
£2,480
4 invoices
1-30 days
£1,165
3 invoices
31-60 days
£940
2 invoices
60+ days
£615
1 invoice
Northbridge Capital
INV-2026-1050 · Reminder 3 sent
£615.00
71 days
Cavendish Weddings
INV-2026-1053 · Card link opened
£1,750.00
12 days
Whitcombe Tech
INV-2026-1056 · Reminder 2 sent
£940.00
44 days
Eaton Square residence
INV-2026-1059 · Chasing stopped
£245.00
Paid today
Reminders are yours to word and time
They stop the moment it is paid
Outstanding - bucketed by age, not by date · scroll sideways
The margin
One job, and what was left of it
What the job earned, once everybody is paid.
The client price is the number you quote. It is not the number you keep. The partner leg, the driver settlements and the expenses hang off the same booking, so what is left is arithmetic.
- Partner cost stays separate from the client price on the same job
- Driver settlements are bulk-approved, marked paid and exported
- Expenses reach it through an approval queue, with the receipt attached
- Margin is computed from the legs and the awards, never from the booking total
What changes
Month end stops being archaeology
Which jobs were invoiced, which were paid and what each one earned are recorded as the work happens, not reconstructed afterwards from memory and a bank statement.
The client relationship stays yours
Card payments are direct charges on your own connected account. You are the merchant of record - the funds settle to your bank, and the refunds and disputes are yours to own.
You find out what a job actually earned
Partner cost, driver settlement and expenses sit against the same booking as the client price, so margin is a figure rather than a feeling.
Six invoices
The ones that go wrong are always the same six.
None of them are unusual. What decides whether they cost you is how much of the handling is yours to remember.
The straightforward one
One trip, one client, paid by card
- Raised
- From the booking the day it ran, figures already priced.
- Paid
- From the card link in the email, into your own account.
The corporate account
Forty trips, one invoice, once a month
- Raised
- As a consolidated run, so the client gets one document.
- Watch for
- A client on monthly billing is deliberately skipped by the per-booking run - otherwise the job would be invoiced twice.
The job a partner drove
Your client, somebody else's car
- Raised
- At your price, with the committed partner cost beside it.
- Settled
- The payable to the partner is tracked on the same job.
The one that was wrong
The client was charged for a wait that never happened
- Fixed with
- A credit note, which reduces the gross and recomputes the status.
- Not with
- Editing the figures on a sent invoice, which is blocked.
The one nobody paid
Seventy-one days, three reminders
- You see
- It in the 60+ bucket, with its own reminder history.
- You decide
- Whether the fourth reminder is an email or a phone call.
The month end
Your accountant wants all of it
- Export
- Invoices to CSV; eleven report generators to CSV or PDF.
- No hostage-taking
- The data is yours, and the export is not a bargaining chip.
Drag the row, or use the arrows
What is in the box
The whole ledger, not just a PDF writer.
Raising the document is the easy part. What follows it - the chasing, the credit notes, the settlements and the reconciliation - is where the evenings go.
- Invoices
- Manual or raised on a schedule
- Documents
- PDF under your branding
- Payment
- Card link, standalone or on an invoice
- Corrections
- Credit notes · refunds
- Chasing
- Automatic dunning · aging and DSO
- Banking
- Statement import with auto-match
- Paying out
- Driver settlements · partner payables
- Costs
- Expenses with driver approval
- Reporting
- 11 report generators, CSV and PDF
What it replaces
The Sunday evening you spend on paperwork.
Today
In 4fleet
Copying a job into an invoice template and hoping the figures match
The invoice is the booking, already priced
Remembering who has not paid, and feeling rude about asking
Reminders that send themselves and stop when the money lands
Ticking off a bank statement against a folder of PDFs
Statement imported, payments matched, exceptions listed
Guessing which jobs were worth doing
Client price, partner cost and driver pay on one booking
Questions
Who holds the money?
You do. Card payments are direct charges on your own Stripe account, so you are the merchant of record and the funds settle to your bank. They never pass through ours.
Do I have to use Stripe?
Only for taking cards. You can raise invoices, send them and record payments you received by transfer or in cash without connecting Stripe at all - you just will not have the pay link.
Will it chase clients without me?
Yes, if you switch it on, and it stops the moment an invoice is paid. Reminder timing and wording are yours to set, and you can always send one by hand instead.
Can my accountant get at it?
Invoices and reports export to CSV, and the reports also render as PDF. The data is yours, and we are not going to make an export a bargaining chip.
Does it handle a job a partner drove?
That is the point of keeping them together. The client price sits on the booking with the cost you committed to the partner, so the margin on a subcontracted leg is visible rather than worked out later.
Invoice one finished job and watch it get paid.
Run a real trip through during the trial, send the invoice with a card link, and see how long it takes. Seven days, no card.