Hire Client Invoice

Hire Client Invoice Overview

SapphireOne Hire Client Invoice (HCI) is when a hire transaction is created quickly in a hire and/or hire retail environment. You will have a pair of skis or a skis, boots, poles package, for example, where you will have either a dedicated hire person, commonly referred to as a Hire Sale Operator, or the second scenario, you may have a Hire Sale System where there are multiple staff on the floor, whom log on to the same computer and login with a unique login ID and password to create a Hire Client Invoice (HCI). In larger type organisations, typically, you will have a dedicated Hire Sale Invoice (HCI) operator. The second scenario is more common, in boutique or bespoke hire environments where you may only have, at any one time, less than five clients in a hire store and you may have two or three hire people in this environment.

When using SapphireOne Hire Client Invoice (HCI), most clients will have barcodes on each of their hire items and the price will form part of the barcode. By simply scanning the barcode, this will automatically indicate on the Hire Client Invoice (HCI) to the operator the hire transaction value. When the client is in a position to proceed to paying for the hire of the items either through a pre-payment deposit that have been entered into the Hire Client Invoice typically a client will present a credit card or cash where the SapphireOne Hire Client Invoice (HCI) user will enter either the tended amount or the deposit amount for the hire. The Hire Client Invoice (HCI) will display the invoiced amount as well as the receipted amount.

The invoice and receipt are combined into one document and the SapphireOne Hire Client Invoice (HCI) user may ask the client if they would like to have the invoice and receipt emailed to them. From SapphireOne Hire Client Invoice (HCI) you can select the email option and elect to email it directly to the client. More traditionally these have been printed on a thermal roll printer. Hire Client Invoices (HCI) are moving towards emailing and being able to record the client’s email address for adding to things like Mailchimp and marketing campaigns. When your client is making payment, typically that may be done through a terminal and the terminal will scan or swipe the card or phone presented. In the case of an iPhone, it would be something like Apple Pay and then that scenario it would automatically update SapphireOne Hire Client Invoice (HCI) and once again would produce the completed invoice and receipt. The Hire Client Invoice (HCI) system can include other devices such as barcode scanners, cameras, etc. to form part of the Hire Client Invoice (HCI).

The big game changer with having Hire Client Invoice (HCI) as an integral part of your SapphireOne solution is that it brings all the business operations into the one application. For example, Client Relationship Management (CRM) marketing campaigns to those customers either by follow-up phone calls or emails, hire management, etc.

SapphireOne’s implementation of both Dictation (MacOS) and Speech to Text (Windows) is a game changer for data entry. Any data entry field you can type into using a keyboard can use this feature.

You can also use this functionality on all inquiry screens within SapphireOne. For example, the user is in a Contact within a Client. They may have made a phone call to that particular client using the Softphone technology. Consequently, this will automatically date and time stamp both the contact and the phone number you called.

As soon as the call is completed, the user has the ability to use Speech to Text (Windows) or Dictation (MacOS). They can dictate into the memo field of the CRM contact, adding as much description as they require.

Dictation and Speech to Text Procedure

This functionality applies across every single Data Entry screen. For example, the SapphireOne user is entering a Vendor Invoice (VI). Additionally, you may want to add a memo within the Vendor Invoice (VI). The user can utilise the tool and simply dictate the memo.

Another example is if the user wants to add additional lines to the General Ledger account, within each General Ledger account. When the user is completing data entry using a General Ledger, there’s always a unique memo field for each GL account line. The user can then utilise this feature to quickly add the information they need to add. Alternatively, you may have an interview with an employee. After the interview process is completed, the user can then make notes about the employee.

Speech to Text or Dictation is an extremely powerful tool. It is something that we at SapphireOne, as well as our clients, utilise daily. It is a massive timesaver. 

In conclusion, the summary of an inbuilt Hire Client Invoice (HCI) within your SapphireOne has the ability to record in real time, transactions with your clients, date and time and the goods hired by the client. 

The Hire Client Invoice screen is the second item on the SapphireOne Inventory Mode Point Of Sale (POS) Menu. The Hire Client Invoice (HCI) function allows users to search and select a client and hire items that the client wishes to hire. Once an hire item is added to the Hire Client Invoice (HCI) screen, the duration of the hire can be selected and the rate, bond, tax and total cost will be automatically generated.

The Hire Client Invoice (HCI) screen also allows the user to enter a Rep ID and a Till Persons ID. When paying by cash, the HCI gives the user the ability to enter an amount and SapphireOne hire will tell the operator how much change is required and the denominations of that change. Once a HCI is posted it is converted to a Client Invoice (CI) and a Client Receipt (CR).


You can review our Blog and YouTube channel for additional information and resources on SapphireOne ERP, CRM and Business Accounting software.

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