Outstanding balances
See the total owed and the customers with the largest unpaid balances.
Invoicing & payments
Invoice deliveries.
Track what’s owed.
Bottle invoices what was delivered, after each delivery or weekly, monthly or quarterly with cylinder rent. Customers pay by card from a link in the email, or by bank transfer. See what is owed and overdue, and chase it, from one screen.
Overdue amounts
Identify overdue invoices and open the customer record to follow up.
Many at once
Pick invoices to send reminders, mark them paid or download their PDFs in one go.
Automatic invoicing
Create invoices from
completed deliveries.
For customers who pay later, Bottle invoices the quantities actually delivered. You don’t need to re-enter the order or create the invoice yourself.
The driver records the delivery.
Delivered quantities, empties and payments are recorded against the order. Sales at the door get an invoice too, marked paid or showing what is still owed.
Bottle creates the invoice.
A delivery is invoiced once it is complete, or the rest is written off. Weekly, monthly and quarterly invoices go out overnight on the days you set.
The customer receives it by email.
The email goes to their accounts contacts, in their language, with the invoice PDF, the due date and how to pay. The invoice stays linked to the order.
Before it goes out
See next month’s invoices building up.
The Pending tab shows each weekly, monthly or quarterly invoice before it is sent: what is on it so far, the total and the day it goes out. Preview it, or press Raise now to send it early.
Customer payment terms
Set when each
customer pays.
Choose payment terms on the customer record. New orders use those terms unless you change them on the order.
Take payment in advance.
Send a payment link when the order is taken. Unpaid prepaid orders stay out of automatic round planning.
Collect at the customer’s address.
The driver records cash, or shows a card payment link for the customer to pay on their phone.
Give the customer time to pay.
Set their days to pay, or use your business default. The delivery invoice gets the corresponding due date.
Prefer one invoice for several deliveries?
Choose weekly, monthly or quarterly invoicing for that customer, and the day it goes out. Their invoice brings together their deliveries, cylinder rent for each day they held a cylinder, and deposit refunds as credits.
Expanded invoice view
Open the full invoice
beside the list.
See the customer, delivery references, quantities, prices, VAT and total. Download the PDF, mark it paid or send the payment link without searching for the original order.
Your business details
Your logo, address, VAT and company numbers, bank details and a line of your own at the foot. You choose the number prefix.
Itemised charges
Each line shows the delivery date and order reference. Monthly invoices also show cylinder rent and credits.
Correct and reissue
Wrong price on an invoice already sent? Cancel it and issue a corrected one with a new number in one step. The reason stays in its history.
Stripe & bank payments
Let customers pay
from the invoice.
Offer a Stripe payment link, bank transfer details, or both. Customers choose from the options you’ve set up for your business.
Cash or a payment taken on a separate card machine? Record the payment method in Bottle. Stripe payouts go to your business’s bank account; Bottle does not hold the funds.
Overdue invoices
Chase what is overdue.
Pick overdue invoices and press Send reminders. Check the wording first: the amount, invoice number and due date are filled in for each customer. Each reminder carries the invoice, your bank details and the payment link.
Weekly, monthly and quarterly invoices can be chased automatically. Choose how many days overdue before the first reminder, how often it repeats and the most any invoice gets.
If Xero also sends reminders, Bottle warns you, so customers don’t get both. To stop orders while invoices are unpaid, turn on Block new orders on the customer.
Invoice report
See what you’ve billed.
Choose a date range and see what you invoiced, the VAT and what is still owed, month by month.
- Cylinder rent
- Gas and goods
- Delivery charges
- Deposits and return credits
Cancelled invoices are left out.
Accounting integrations
Send billing data
to your accounting system.
Keep delivery and billing in Bottle, with your accounting software handling your accounts and VAT returns.
Xero
Sync customers, invoices and payments.
Customers are matched in both directions. Invoices go to Xero with their numbers and VAT rates, and payments as they come in, with cash, card and bank transfer each to their own account. An invoice paid in Xero shows as paid in Bottle. A cancelled or reissued invoice is voided in Xero.
QuickBooks & Sage
Discuss your accounting integration.
Tell us which system you use and what information you need to send. We’ll agree the integration requirements and setup with you.
Tell us about your accounting system →Early access is open
Set up invoicing for your customers.
Free implementation hours to help with customer terms, billing cycles and payment setup.
Read the invoicing guide ↗