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Invoice drivers and record payments

Turn session fees, hire, storage and workshop work into team invoices on the web portal, and let drivers see what they owe and tell you they've paid.

Team managers Drivers Parents App Web portal 4 min read

It's the end of the month. Your drivers have run practice days, hired karts, stored chassis with you and had crash damage fixed. You want each of them to get one clear invoice, and you want to know who has paid without chasing everyone in the paddock. Drivers want to see what they owe and how to pay it.

AVB never touches your money. Drivers pay you by bank transfer (or however you agree), and AVB keeps the records.

Before you start

  • Manager: a team on AVB RaceLabs and access to the web portal. Invoicing is done on the web.
  • Driver: the app, and membership of the team.
  • Your bank details to hand.

Manager: set up billing once

  1. On the web portal, open Team > Money in the sidebar.
  2. Open the Billing settings tab.
  3. Fill in Account name, Sort code, Account number, and IBAN and BIC / SWIFT if you take international payments.
  4. Set Payment terms (days), an Invoice prefix and, if you like, a Note on every invoice.
  5. Click Save billing settings.

These bank details are shown to active members, and to anyone who has left still owing money, so they can settle up. They are never public.

Manager: check what's owed

Charges collect automatically from Storage, Hire, Session, Mechanic, Workshop and Part sale. For anything else, such as fuel or a paddock fee, add one yourself:

  1. Open Team > Karts & rental and the Charges tab.
  2. Use Add a manual charge: choose the Member, then enter Description, Amount and Date.

On Team > Money, the Charges tab lists unbilled charges grouped by driver.

Manager: raise the invoices

You can bill one driver or everyone at once.

One driver:

  1. On the Charges tab, use Build an invoice. Pick the Driver, then set Period from and Period to.
  2. Click Build the draft. It picks up every charge in that window not already on an invoice.

Everyone:

  1. Use Bill the month and click Run the billing.
  2. Leave Issue them as well as drafting them off if you want to check the drafts first.

Running the billing twice never bills anyone twice for the same period.

Issue each invoice:

  1. Open the Invoices tab and click a draft.
  2. Check it with Preview, then click Issue.

Invoice numbers are given out only when you issue. After that the invoice is frozen. To correct an issued invoice, use Raise a credit note. To cancel one, use Void this invoice: the number stays used and the charges go back into the pool to bill again.

Good to know: A draft takes nothing out of the pool. If you delete a draft, its charges stay billable.

Driver: see what you owe and pay it

  1. On the Home tab, open MY TEAM.
  2. On the Money card, tap Invoices & payment.
  3. Tap an invoice. Its status reads Unpaid, Part paid, Paid or Cancelled.
  4. Check What this covers for the items you're being charged for.
  5. Under How to pay, note the Payment reference and the bank details. Tap any detail to copy it.
  6. Send the bank transfer from your banking app, quoting that reference.
  7. Back in AVB, tap I've paid this.
  8. In Tell your team you've paid, fill in Amount you sent, Date you sent it and Reference you used, plus an optional note. Tap Tell my team.

This doesn't move any money. It lets your manager know to look for it. The invoice stays unpaid until they confirm.

Tip: Always quote the Payment reference exactly. It's how your team matches your transfer to the right invoice.

Manager: confirm what arrived

  1. On Team > Money, the Dashboard tab shows Outstanding, Invoiced and Received, aged debt, and Waiting for you to check the bank.
  2. Click Check and confirm on a claim. Confirm what arrived shows what the driver says they sent.
  3. Check your bank. Enter the Amount that actually arrived, then click Approve this amount. If nothing arrived, use Decline the claim and give a reason. The driver sees it.

Money that came in without a claim, such as cash at the track, goes on the invoice through Record a payment. Enter Amount received, Date the money moved, Method (Bank transfer, Cash, Card machine or Other), Reference and Note.

Reading the result

In the app, each payment on an invoice shows Awaiting confirmation, Confirmed or Not confirmed. If your manager confirmed a different amount, you'll see "You said" and the amount you entered next to it. Any shortfall stays owing.

Drivers can open Statement from the Money screen to see the Opening balance, Charges, Payments and Closing balance for a period. Managers see each driver's statement on the Statement tab on the web.

Still stuck? Send us a message, with a screenshot if it helps.