<h1>Prerequisites</h1><ul class="accent-bullets"><li>Access to the Wunder Backoffice.</li><li>User role with permission to view and manage invoices.</li><li>At least one Business Unit configured with company and accounting details.</li></ul><h1>How It Works</h1>Invoices are the financial source of truth in Wunder Mobility. However, how and when invoices are created depends on the billing mode configured for your environment.Wunder supports two distinct billing modes:<ul class="accent-bullets"><li>Balancing mode</li><li>Invoicing mode</li></ul>The billing mode defines the relationship between rentals, balances, payments, and invoices. It can only be changed with the support of the Customer Success team.<h1>Invoice Creation Flows</h1><h2>Balancing Mode</h2>In balancing mode, invoices are created only when a negative balance is settled back to zero.This mode is designed for use cases where users do not need a permanent payment method on file.Typical flow:<ul class="accent-bullets"><li>A user tops up their wallet (e.g. with a voucher or cash-based credit).</li><li>The user rents vehicles until the balance is reduced.</li><li>The balance may temporarily become negative.</li><li>An invoice is created only when the negative balance is successfully cleared.</li></ul>Example use cases:<ul class="accent-bullets"><li>A user buys a package for €50 using a credit card.</li><li>After usage, the balance drops to –€10.</li><li>The system charges €10, resets the balance to zero, and creates an invoice for that balance settlement.</li></ul><h2>Invoicing Mode</h2>In invoicing mode, every completed rental generates an invoice.This creates a strict one-to-one relationship between rentals and invoices:<ul class="accent-bullets"><li>Rental → Invoice</li><li>Package purchase → Invoice</li><li>Charge or refund → Invoice</li></ul>This mode provides maximum transparency and traceability and is the recommended default for most car-sharing and higher-value use cases.If you are unsure which mode fits your operation, Customer Success can help you choose the correct setup.<img src="https://uploads.productlane.com/bcfeedf348fcf3b7b3b036d1514f72c8.png" data-processed-src="https://uploads.productlane.com/40ce2aa644b85de8fd5be7c2af7f2b38.jpeg" data-original-src="https://uploads.productlane.com/bcfeedf348fcf3b7b3b036d1514f72c8.png"><h1>Invoice States and Their Meaning</h1>Invoice states describe what has happened — or failed to happen — during the billing process.Common operational states:<ul class="accent-bullets"><li>OPEN – Invoice is created and can still receive line items.</li><li>CLOSED – Invoice is complete and ready for billing.</li><li>BILLED – PDF invoice generated and sent to the customer.</li><li>PAID – Payment successfully collected.</li></ul>Failure and exception states:<ul class="accent-bullets"><li>EXCEPTION_PAYING – Payment attempt failed.</li><li>COLLECTION – Invoice handed over for external collection.</li><li>DISPUTED – Customer disputed the charge.</li></ul>Terminal states:<ul class="accent-bullets"><li>REFUNDED – Money returned to the customer.</li><li>PAID_EXTERNALLY – Invoice paid outside the platform and marked manually.</li><li>LOST – Invoice is written off and will never be collected.</li></ul>The LOST state represents bad debt and is irreversible.<img src="https://uploads.productlane.com/06d3da52a8d251946863b44d2499a7e8.png" data-processed-src="https://uploads.productlane.com/8c4b65b819905593b8f9c4f1aee74c4f.jpeg" data-original-src="https://uploads.productlane.com/06d3da52a8d251946863b44d2499a7e8.png"><h1>Failed Payments and User Blocking</h1>When a payment attempt fails, the invoice moves to EXCEPTION_PAYING.Depending on configuration, the system will:<ul class="accent-bullets"><li>Retry the payment automatically</li><li>Notify the user</li><li>Move the invoice to COLLECTION</li></ul>By default, users must settle outstanding unpaid invoices before starting a new rental. The Customer Success team can configure a minimum value of accumulated open invoices before the user gets blocked.However, this rule does not apply to invoices in the LOST state.<h1>The LOST State Explained (Important)</h1>The LOST state represents a conscious write-off by the operator.When an invoice is marked as LOST:<ul class="accent-bullets"><li>The invoice is unpaid and will never be collected</li><li>The invoice becomes non-changeable</li><li>The amount is treated as bad debt</li><li>The user is not blocked from renting by default</li></ul>This behavior is intentional.Blocking users automatically based on LOST invoices would permanently block them from renting. Instead, Wunder Mobility separates financial write-offs from operational restrictions.<h2>Operator decision paths</h2><ul class="accent-bullets"><li>Write off and allow rentals</li><li>Mark invoice as LOST</li><li>User can continue renting</li><li>Write off and block user</li><li>Mark invoice as LOST</li><li>Manually block the user in the Backoffice</li></ul>This gives operators full control without unintended permanent restrictions.<h1>Manually Settling Invoices</h1>Invoices in EXCEPTION_PAYING can still be settled:<ul class="accent-bullets"><li>By the operator via the Backoffice (Retry payment)</li><li>By the user via the Consumer App wallet</li></ul>Once an invoice is moved to COLLECTION, settlement happens outside the platform and must be marked manually as paid.Invoices cannot be deleted.<h1>Invoice Templates and Configuration</h1>Invoice templates define the structure and content of the generated invoice PDFs.Wunder provides a standardized invoice layout that is optimized for:<ul class="accent-bullets"><li>Legal compliance</li><li>Clarity for end users</li><li>Operational scalability across regions</li></ul>Operators can configure core invoice information per Business Unit, including:<ul class="accent-bullets"><li>Company and legal details</li><li>Invoice logo</li><li>Contact information</li><li>Invoice number prefix</li></ul>The overall invoice layout and structure are intentionally standardized. This ensures consistency and avoids fragmentation across fleets and regions.If you need adjustments to the invoice content — for example, clarifying certain line items or adding specific information — these requests are reviewed and implemented in coordination with the Customer Success team.We continuously improve invoice clarity based on real-world usage and support feedback. If invoices cause recurring user confusion, this is valuable input for further improvements.<h2>Tips and Best Practices</h2><ul class="accent-bullets"><li>Treat invoices as immutable records — manage states, not amounts.</li><li>Use LOST only for invoices you will never pursue.</li><li>Separate financial decisions (LOST) from operational actions (user blocking).</li><li>Review EXCEPTION_PAYING invoices regularly to avoid aging debt.</li><li>Ensure invoice configuration is complete before going live.</li></ul><h2>Troubleshooting</h2>User cannot rent despite invoice being LOST<ul class="accent-bullets"><li>Check if the user is manually blocked.</li><li>LOST invoices do not block rentals by default.</li></ul>Invoice PDF does not open<ul class="accent-bullets"><li>Verify that an invoice logo is set in the Business Unit configuration.</li></ul>Invoice stuck in EXCEPTION_PAYING<ul class="accent-bullets"><li>Retry payment manually or allow the user to settle via the app.</li><li>Move to COLLECTION or LOST based on your operational decision.</li></ul>

Payments & Invoicing

Invoices document every monetary transaction and define how unpaid amounts are handled without blocking operations by default.

Invoicing

Platform overview

Getting Started

Locations and branches

Damages and Task management

Service App (Beta)

Optimizing Vehicle On-Field Maintenance Flows

Card Management (RFID)

Fleet & Operations

Managing On-Demand Rentals

Radar

On-Demand vs. Pre-Booking

Additions and Insurance

Subscriptions & Multi-Benefit Packages

Pricing, Memberships & Promotions

Login Options & Sign up Fee for End Users

User Management & Profiles

Roles and Permissions 

Business accounts and corporate billing

Users & Accounts

Payment Gateways and Methods

Invoice PDF Structure & Customization

Revenue Protection and Payment Assurance

Mobile App Translation Keys: Sign Up, Rental & Booking

App Configuration & Customization

MaaS API

FreeNow Integration Overview

Credit Rating (CRIF)

Veriff Driving License Verification

Onfido Identity & Driver's License Verification

Braze Messaging integration 

AppsFlyer Integration

Zendesk Chat

Integrations & APIs

INVERS IoT Integration

Vehicle & IoT Support

Introducing Wunder Analytics (Beta)

Issues Analytics (Beta)

Data Insights

Two-Factor Authentication (2FA)

Security

Choosing the Right Sign-In Method in Wunder  (Email OTP vs Phone Login vs Password)