Invoices - Plugixa Car Rental

Every rental can have one invoice: a numbered bill, frozen at the moment it is issued, that your desk and the customer can print. Invoices are issued automatically when a rental is completed, or by hand from the booking.

Invoices is an app. It is on by default and can be switched off in the App manager. While it is off no new invoices are issued and the booking page has no invoice button.

	Free	Pro
Numbered invoice, issued on completion or by hand	yes	yes
Printable invoice for staff and for the customer	yes	yes
Invoice as a PDF file to download	-	yes
PDF offered on the customer’s booking page	-	yes
PDF emailed to the customer when the invoice is issued	-	yes
Tax lines on the invoice	-	yes, with Tax rates

When an invoice is issued

How	When
Automatically	The moment a booking’s status becomes Completed, which is after the car has been returned.
By hand	With Issue invoice on the booking’s page, for a booking that is Confirmed, Picked up, Returned or Completed.

A Pending, Cancelled, Expired or No-show booking cannot be invoiced: “Only a confirmed or completed booking can be invoiced.”

A booking has at most one invoice. Once it has one, the button on its page becomes Invoice INV-2026-00001, which opens the invoice in a new tab. Issuing again, by hand or on completion, returns the same invoice rather than a second one.

Invoice numbers

An invoice number is the prefix, the year and a five-digit sequence:

INV-2026-00001
INV-2026-00002
...
INV-2027-00001

The sequence restarts at 00001 every year. The year is the site’s year at the moment of issue, on the WordPress timezone, so an invoice issued at 23:30 on 31 December belongs to the year that is ending.
The numbers have no gaps. Each new invoice takes the next number of its year. Invoices are issued one at a time, so two desks issuing at the same instant cannot take the same number, and a busy moment answers “Another invoice is being issued right now. Please try again.”
Invoices can never be deleted. No screen, import or bulk action can trash or remove an invoice, so every number stays accounted for.
Invoice numbers are separate from booking references. A booking reference such as ADR-2026-0012 comes from the booking; its invoice may be INV-2026-00003.

Changing the Number prefix applies to the next invoice. The sequence carries on from the year’s last number whatever the prefix.

What an invoice shows

The invoice is a page made for printing. “Use your browser’s Print command to print this invoice or save it as a PDF.”

Part	Content
Your business	Business name, Address and Tax ID from the settings.
Invoice	Number, Date (in the WordPress date format) and Booking reference.
Billed to	The customer’s name, email and phone.
Rental	The vehicle model, the pickup and return times and locations, and the number of days.
The lines	Item, Qty, Price and Amount for every line of the booking: the rental, fees, extras and the coupon.
Totals	Subtotal, Discount, Tax, Total, Paid and Balance due.
Footer	The Footer text from the settings.

Totals that are zero are left off, except Total and Balance due, which are always shown. When prices include tax PRO, the tax row reads Of which tax and is not added to the total a second time.

Paid and Balance due are what had been paid when the invoice was issued.

An invoice never changes

Everything on the invoice is copied when it is issued: your business details, the customer, the lines and the totals. Changing the settings, the booking, the customer or a price later does not change an invoice already issued. That is what makes it a valid record.

Opening an invoice

Who	Where
Staff	The Invoice INV-… button on the booking’s page. The link only works for a logged-in user who may view bookings.
The customer	A link to the invoice on their booking in the customer portal, shown once the booking has an invoice. The booking’s private link is what opens it, so the customer does not need an account.

Invoice settings

Open Settings -> Invoices.

The Invoices settings with business name Atlantic Drive Rentals, Lda., tax ID PT 509 000 000, number prefix INV-, an address in Lisbon and a footer with an IBAN and a thank-you

“Printed on every invoice. An invoice keeps the details it was issued with; changes here apply to the next one.”

Option	Default	Notes
Business name	empty	“Leave empty to use the site title.”
Tax ID	empty	Printed as “Tax ID: PT 509 000 000”.
Number prefix	`INV-`	“INV- gives INV-2026-00001.” Letters, digits and dashes, turned into capitals, up to 10 characters. Left empty, it goes back to INV-.
Address	empty	Several lines.
Footer	empty	“Bank details, registration number, a thank-you.”

The section and the rest of the settings are saved together with the Save button at the top of the screen.

PDF invoices PRO

With Pro, the PDF invoices app turns each invoice into a PDF file. It needs the Invoices app to be on.

The booking’s page gets a PDF button next to the invoice.
The customer’s booking page offers “Your invoice (PDF)”.
The customer can be emailed the PDF when the invoice is issued.

Open Settings -> PDF invoices.

The PDF invoices settings with the option Email the customer their invoice as a PDF when it is issued switched on

Option	Default	Notes
Email the customer their invoice as a PDF when it is issued	On	“An invoice is issued when a rental is completed, or when you issue it from the booking.”

The email’s subject is “Your invoice INV-2026-00001” and it says “Hello Ana, thank you for renting with us. Your invoice for booking ADR-2026-0012 is attached.” It is not sent when the booking has no customer email. It goes through the same filter as the other booking emails, so a site that rewrites or stops those can do the same to this one. See Booking emails.

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