Billing and payments for self storage

Invoices

• One invoice per booking, itemised as deposit, pickup, helpers, discount, add-ons and rent.
• Pickup and delivery invoices. A delivery can be billed as its own invoice, and a pickup fee rides on the rental invoice so it is never charged twice.
• Send by email, with the invoice PDF attached. Sending by WhatsApp is a paid feature.
• Taxes. Set your tax rules once and they apply to new invoices.
• Void or reissue an invoice when something was wrong.

Recording payments

Front desk staff can record a payment against an invoice: cash, bank transfer or online. Partial payments are supported, and a tenant’s remaining balance stays visible. Every payment is written to the ledger. Refunds, voids and the ledger itself are limited to admins.

Deposits and refunds

Deposits are held as a liability, not counted as revenue, until you return them or keep them. When a tenant moves out, you can refund the deposit and the tenant gets a receipt. An unused deposit can also be applied to an open invoice.

Reminders that chase late payers for you

• Due and overdue invoices are chased automatically. Smart Storage sends a WhatsApp message with a payment link, and emails the tenant instead when they have no phone number. WhatsApp messages are a paid feature.
• Rentals past their end date get their own reminder ladder: three days before, on the day, then 3, 14 and 30 days after.
• Quiet hours are respected, so tenants are not messaged at night.

Online payment for tenants

Tenants pay online through Xendit, using your own Xendit account. In Indonesia that covers QRIS, e-wallets such as GoPay, OVO and DANA, and bank transfer. Xendit payment links are created in Indonesian rupiah. Smart Storage has no other tenant payment gateway today.

Currency

Smart Storage stores amounts and prints invoices in Indonesian rupiah. Dashboards can display figures in US dollars, Thai baht, Philippine pesos, Singapore dollars or Malaysian ringgit, converted at approximate rates for reference only. Invoices always show the real rupiah amount.

Accounting

Smart Storage keeps a general ledger with a chart of accounts, so revenue, deposits held, tax payable and refunds land in the right place. You can send invoices and contacts to Xero or QuickBooks, run from Settings.

FAQ

How does Smart Storage chase late storage payments?

Every hour, Smart Storage checks for invoices that are due or overdue and sends each tenant one reminder with a payment link by WhatsApp, which is a paid feature. If a tenant has an email address but no phone number, the reminder goes by email instead. Messages are not sent during quiet hours, and rentals past their end date get a separate reminder schedule.

Which payment methods can my tenants use?

Staff can record cash, bank transfer and online payments. Online payment runs through Xendit, using your own Xendit account, and supports QRIS, e-wallets and bank transfer in Indonesia, in Indonesian rupiah. Smart Storage has no other tenant payment gateway today, so ask us about your country before you sign up.

Can I invoice tenants in my own currency?

Not yet. Smart Storage stores amounts and prints invoices in Indonesian rupiah. Dashboards can display US dollars, Thai baht, Philippine pesos, Singapore dollars or Malaysian ringgit at approximate rates, for reference only. If you need invoices in another currency, please talk to us before you start your free month.

How are security deposits handled?

Deposits are recorded in the ledger as money held for the tenant, not as revenue. When the tenant moves out, an admin can refund the deposit and the tenant receives a receipt. A remaining deposit can also be applied to an open invoice. Kept deposits are recorded separately from rental income.

Can my front desk staff take payments?

Yes. Staff with the operational role can record a payment against an existing invoice, including part payments, from the web app or the operator app. They cannot void invoices, issue refunds or read the ledger. Those actions stay with admin users, because they move money or show the business’s position.