Manage your Accounts and Invoices

Automated Financial Management System

MyCarPass accounting module automates invoice generation, payment processing, and credit management. Every parking transaction, account top-up, and refund is tracked with complete audit trails and automated financial workflows.

From the moment a customer pays for parking via PAYG (Pay As You Go) or tops up their account credit, the system automatically generates invoices, processes payments, and manages the complete financial lifecycle including credit notes and refunds. No manual intervention required for standard transactions.

Invoice Status Management

Four distinct invoice statuses track the complete payment lifecycle

OUTSTANDING

Outstanding

Invoice generated and awaiting payment. System attempts to deduct from user credit balance. Awaiting first or second payment attempt.

PAID

Paid

Payment successfully processed. Credit deducted from user account or payment received via kiosk. Invoice is now closed and final.

CANCELLED

Cancelled

Invoice voided by administrator. Credit note issued to refund customer. No payment required. Invoice archived for record-keeping.

PCN ISSUED

PCN Issued

Payment failed after 24-hour retry attempt. PCN automatically generated and sent to user. Escalated to enforcement.

Over 20 years of experience

In managing car parks from small to large enterprise businesses

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Pay As You Go (PAYG) Invoice Workflow

When a user parks without a permit or pre-paid credit, the PAYG system automatically manages the complete invoice and payment process.

1

Vehicle Exits Car Park

ANPR camera captures exit. System calculates parking duration and applicable tariff based on entry/exit times and tariff rules.

2

Draft Invoice Generated

Invoice automatically created in "Draft" status with line items showing parking date, duration, tariff rate, and total amount due.

3

First Payment Attempt

System attempts to deduct amount from user's account credit balance. If successful, invoice status changes to "Paid". If insufficient credit, invoice remains "Outstanding".

4

24-Hour Grace Period

If first payment fails, user receives email notification to top up account. System waits 24 hours before second attempt.

5

Second Payment Attempt

After 24 hours, system makes second attempt to deduct from account credit. If successful, invoice marked "Paid". If failed, a PCN is issued.

6

PCN Escalation

After two failed attempts and 48 hours total, invoice status changes to "PCN Issued". Parking Charge Notice automatically generated and sent to user's email and permit email address.

Account Credit Top-Up Invoicing

Every time a user adds credit to their account, an invoice is automatically generated for the top-up transaction, providing complete financial transparency.

Instant Invoice Generation: Invoice created immediately when credit top-up payment processed
Payment Confirmation: Invoice automatically marked as "Paid" upon successful card or mobile wallet payment
Email Receipt: Invoice sent to user's email address as PDF receipt for their records
Credit Balance Update: Account credit balance updated immediately and shown on user dashboard
Transaction History: All top-up invoices viewable in user's transaction history with date, amount, and reference number

100%

Automated Generation

Real-time

Invoice Creation

Email

Instant Receipts

PDF

Format Support

Kiosk Payment Invoicing

When customers pay for parking at on-site kiosks, the system automatically generates and emails invoices as digital receipts.

Immediate Invoice Creation: Invoice generated the moment payment is completed at kiosk
Automatic Email Delivery: Invoice sent to customer's email address (if provided) within seconds
Printed Receipt Option: Thermal receipt can be printed at kiosk while digital invoice sent via email
Payment Method Recorded: Invoice shows payment method (card, cash, contactless) for reconciliation
Instant "Paid" Status: Invoice status set to "Paid" immediately as payment already received

Credit Notes & Refund Management

When refunds are required, administrators issue credit notes to reverse invoices and return funds to customers with complete audit trails.

Credit Note Workflow

1

Admin Initiates Refund

Administrator selects invoice to refund and clicks "Issue Credit Note". System creates credit note in "Draft" status.

2

Edit Credit Note Lines

In draft status, admin can add, edit, or change credit note line items. Adjust refund amount, add notes, or modify reason codes before finalizing.

3

Finalize Credit Note

Once reviewed, admin finalizes credit note. Status changes from "Draft" to "Issued". Credit note is now locked and cannot be edited.

4

Invoice Status Updated

Original invoice status changes to "Cancelled". Credit note reference added to invoice for audit trail linkage.

5

Refund Processed

Refund amount credited back to user's account balance or returned to original payment method. Customer receives email notification with credit note PDF attached.

Common Refund Scenarios

Disputed Charges: Customer appeals parking charge due to valid permit or payment error
System Errors: ANPR misread or tariff miscalculation requiring correction
Overpayment: Customer charged multiple times or incorrect tariff applied
Account Closure: User closes account and requests return of remaining credit balance
Goodwill Gestures: Discretionary refunds for customer service or complaint resolution

Financial Reporting

Comprehensive reports showing invoices by status, date range, payment method, and tariff type. Export to Excel or PDF for accounting software integration.

Automated Reconciliation

Daily reconciliation reports match invoices to payments. Flag discrepancies, identify missing payments, and track outstanding balances automatically.

Audit Trails

Complete history of all invoice and credit note changes. Track who created, modified, or cancelled each document with timestamps and reasons.

Accounting Integration

Export invoices and credit notes to Xero, QuickBooks, Sage, or custom accounting systems via CSV or API integration for seamless bookkeeping.

Frequently Asked Questions

Common questions about accounting and invoicing

The invoice is created with "Outstanding" status and the system sends an email notification asking the user to top up their account. After 24 hours, the system makes a second payment attempt. If this also fails due to insufficient credit the invoice status changes to "PCN Issued" and a Parking Charge Notice is automatically generated and sent to the user's email and their permit address.

No, invoices cannot be edited once they move past "Draft" status for audit and compliance reasons. If an invoice is incorrect, administrators must issue a credit note to cancel the original invoice, then generate a new corrected invoice if needed. This maintains a complete audit trail of all financial transactions. All changes are logged with admin name, timestamp, and reason.

Draft status allows administrators to review and adjust the credit note before finalizing. They can edit line items, adjust refund amounts (partial vs full refund), add internal notes, or include customer-facing explanations. Once the admin is satisfied, they finalize the credit note which locks it, updates the original invoice to "Cancelled" status, and processes the refund. This prevents errors and ensures refunds are reviewed before being issued.

Yes, every parking transaction generates an invoice for complete financial transparency. For PAYG users, invoices are created when they exit and charges are calculated. For kiosk payments, invoices are generated immediately upon payment. For permit holders or pre-paid users, invoices track the deduction from their account balance. All invoices are available in the user's transaction history and can be downloaded as PDFs at any time.

When a credit note is finalized, the refund method depends on how the original payment was made. For PAYG charges paid from account credit, the refund is added back to the user's credit balance. For kiosk card payments, the refund can be credited to account balance or returned to the original payment card (configurable). For top-up refunds, funds typically go back to the user's account credit. The customer receives an email with the credit note PDF and confirmation of how the refund was processed.

Yes, invoice and credit note templates are fully customizable. Add your company logo, colors, contact information, and custom footer text. You can include VAT registration numbers, company registration details, terms and conditions, and payment instructions. Templates support multiple languages for international operations. All customization is done through the admin dashboard without requiring technical knowledge.

Comprehensive financial reports include: daily/monthly/yearly invoice summaries, revenue by payment method, outstanding balance reports, credit note summaries, VAT reports, payment reconciliation, and aged debtor analysis. All reports can be filtered by date range, car park location, invoice status, or payment method. Export to Excel, CSV, or PDF for use in accounting software or tax returns. Integration with Xero, QuickBooks, and Sage is also available.

The permit email address is typically the registered keeper's address from DVLA lookup or the email associated with the permit/account. When an invoice escalates to "PCN Issued" status after failed payment attempts, the PCN is sent to both the user's registered email and the permit email to ensure the notice reaches the responsible party. This dual notification ensures compliance with parking enforcement regulations and increases the likelihood the vehicle keeper receives the notice.

Related Features

ANPR Camera Management

Centralized control of all ANPR cameras with health monitoring, firmware updates, configuration management, and real-time diagnostics across multiple sites.

Event Module

Purpose-built for event companies to manage parking operations, attendee lists, VIP access, and real-time capacity tracking for concerts, festivals, and sporting events.

Enforce PCN's

Automatically detect illegally parked vehicles and issue parking charge notices without you having to do anything.

Accounting & Invoicing