Outstanding balances
See the total owed and the customers with the largest unpaid balances.
Invoicing & payments
Invoice deliveries.
Track what’s owed.
Create invoices automatically after delivery or on each customer’s billing cycle. Accept payments through Stripe or bank transfer, and see unpaid and overdue amounts in one place.
Overdue amounts
Identify overdue invoices and open the customer record to follow up.
Invoice search
Find invoices by customer, invoice number or a description on the bill.
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, returned cylinders and payments are recorded against the order.
Bottle creates the invoice.
Pay-later deliveries are invoiced when completed or closed off. Customers on a period billing cycle are billed at the end of that period instead.
The customer receives it by email.
The email includes the invoice PDF, due date and your payment options. The invoice stays linked to the order.
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 received or provides 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. Their period invoice includes unbilled deliveries, cylinder hire and applicable credits.
Expanded invoice view
Open the full invoice
beside the list.
See the customer, delivery references, quantities, prices, VAT and total. Download the PDF or record a payment without searching for the original order.
Your business details
Invoices use your business name, address, logo and invoice numbering.
Itemised charges
Delivery lines include the delivery date and order reference. Period invoices can also include hire and credits.
Payment status and history
See whether the invoice is paid, how it was paid and what remains outstanding.
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
Set up automatic
payment reminders.
Enable reminders for overdue period invoices. Choose when the first email goes out, how often it repeats and the maximum number of reminders.
Each reminder includes the invoice and ways to pay. Paid and cancelled invoices are excluded.
If Xero also sends reminders, choose which system should send them so customers don’t receive both.
Invoicing reports
Review what you’ve billed.
Choose a date range and see invoiced amounts, VAT and the balance still owed.
- Cylinder rent
- Gas and goods
- Delivery charges
- Deposits and return credits
Monthly totals help you compare billing periods. Cancelled invoices are excluded.
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.
Customer records sync in both directions. Invoices and payments go to Xero with their invoice numbers and VAT rates. Cancelling an invoice in Bottle voids it 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 ↗