Community use of your building is real income, and it is very often invoiced by hand. A template document, a figure typed twice, a deposit tracked in someone's inbox, and a hopeful email fourteen days later.
Asset Giant raises the invoice from the booking, prices it from rates you set once, shows the tax the way your policy requires, and gives the hirer a link they can pay from their phone.
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A document shaped like a letting
Most billing tools give you a flat list of products. A letting invoice is not that. It is hall hire, plus the PA if they wanted it, plus the caretaker's hours, plus a refundable deposit, plus a line explaining the cleaning charge — with a subtotal the treasurer can point at.
Every document here is a list of lines you arrange yourself: hire items priced from your own rates over the dates booked, rate items from a saved catalogue (hourly hall rate, pitch rate, PA hire, staffing, cleaning, key deposit), free-text lines, section headings, subtotals wherever you want a running figure, and notes with no charge attached. See Quotes and Invoices.
Tax shown the way your policy says it must
Lettings policies routinely require the VAT element to be shown separately on the hirer's invoice, and the treatment differs between letting a room and letting a sports facility. So:
- Multiple tax rates, defined once and picked per line.
- Zero-rated, exempt and outside-scope kept genuinely separate, because in law they are three different things and one invoice may carry more than one of them.
- The tax rate and the tax amount shown against each line, both, either or neither — your choice per document.
- If you are not VAT registered, nothing you send will ever call itself a VAT invoice. That is a gate in the code, not a display preference.
- A tax report by rate for a period you choose, with exempt and zero-rated lines listed separately rather than added together.
Asset Giant does not decide whether a particular let is exempt — that is your finance office's call, or your accountant's. It makes sure the document says what you decided, correctly and consistently, every time.
Rates set once, applied every time
Price a let the way you price it: an hourly hall rate, a half-day rate, a weekend rate, a block-booking rate. Rate bands, chargeable days, minimum charges and part periods are all covered in Hire Pricing and Charges — and each item can carry its own security deposit figure, which is what a village hall booking usually turns on.
And the block booking that runs every Tuesday for a term? Save it once as a template with the lines, the terms and the tax treatment already right, and next term's is one minute of work.
Paid before the let, not chased after it
Every issued invoice travels as a private share link the hirer opens on their phone — no login, no PDF nobody can find. Connect your own Stripe account and that page gains a Pay now panel.
The charge is made on your Stripe account, the money lands in your balance, and Asset Giant takes no cut and no application fee — not a percentage, not a fixed charge. Card payments record themselves against the invoice with Stripe's own reference, and the invoice moves itself to paid.
If your hirers pay by bank transfer, nothing changes: your bank details and terms print on the face of every invoice and you record payments as they arrive. Card payments are on the paid plans; raising, sending and tracking invoices is on the free one.
Deposits, breakages and the awkward follow-up
The deposit conversation is the one nobody enjoys. It gets shorter when the record is unambiguous: the item, its condition photographs before and after, and a dated charge on the same document as the hire rather than a separate letter three weeks later. Damage, extra cleaning and missing items are saved rate items you drop onto the invoice like any other line, and a credit note returns a deposit properly and permanently rather than by quietly editing an invoice that has already gone out.
Who is allowed to do what
Drafting a document and issuing one are separate permissions. A caretaker or a volunteer can build the paperwork; issuing it, cancelling it and recording a payment are reserved for the people who should be doing that — see Add Your Whole Team. Treasurers tend to like this part.
Knowing who has not paid
Behind the Reports button: aged owing (every outstanding invoice bucketed by how far past due it is), client balances (the same money grouped by who owes it), and the tax report. Full detail in Getting Paid and Tracking What You Are Owed.
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