This article explains how storage invoicing works in Bas. From automatic draft invoices to crediting for early out-storage.
Step 1 - Setting invoicing in advance or in arrears
In the settings, you choose whether you invoice in advance or in arrears.
In advance: the invoice is created for the upcoming period. This is the most common approach for storage.
In arrears: the invoice is created after the period has ended.
You set this under Settings > Workflow > Invoicing.
This is a global setting. All storage customers follow this rule unless you set something different per case file.
Step 2 - How does automatic invoicing work?
The system generates a draft invoice at the right moment for all storage customers who need to be invoiced.
The draft invoices appear in your invoicing overview. You check the drafts and send them (individually or in bulk). After sending, the next draft invoice is automatically prepared.
Note: Draft invoices are NOT sent automatically. You have to approve and send them yourself. That's a deliberate choice. You always want to keep control over what goes out to your customers.
Step 3 - Checking draft invoices
Before sending draft invoices, check them.
Check per invoice: - Is the customer correct? - Is the amount correct? - Is the invoicing period correct? - Is the VAT correct? - Is the revenue group correct?
If everything's correct, you can send the invoice. If something's wrong, you adjust the invoice or delete the draft invoice and create a new one.
Step 4 - Sending invoices (individually or in bulk)
You can send invoices one at a time or in bulk.
Individually: open the invoice, check the details, click Send.
Bulk: select all the invoices you want to send, click Send in bulk.
Tip: The first time you send invoices in bulk, check the first 3-5 invoices manually. Compare the amounts, the VAT and the revenue group. Once those are correct, you can confidently send the rest.
Step 5 - Crediting for early collection
If a customer collects their belongings earlier than the invoicing period, the system automatically calculates the credit based on the actual out-storage date.
You don't have to calculate this manually. The system looks at: - The invoiced period - The actual out-storage date - The rate per day or week
When you empty a container using the "empty" function, the system automatically creates a credit note for the amount overpaid. You don't need to do anything extra for this.
Short-term storage
For short-term storage (for example a few weeks), it's more convenient to invoice the entire storage period straight away. Set the "last invoiced date" to the expected out-storage date. This way, the system won't generate any interim invoices.
If the customer unloads earlier than planned, the system automatically creates a credit note for the remaining days via "empty".
Step 6 - Converting a weekly or four-weekly price
Four-weekly invoicing isn't currently available in Bas. If you're used to invoicing weekly or every four weeks, you'll need to switch to monthly.
Converting a weekly price to a monthly price
Monthly price = Weekly price x 52 / 12Example: - Weekly price: EUR 25.00 - Monthly price: 25 x 52 / 12 = EUR 108.33
Converting a 4-weekly price to a monthly price
Monthly price = 4-weekly amount x 13 / 12Example: - 4-weekly price: EUR 100.00 - Monthly price: 100 x 13 / 12 = EUR 108.33
This is mathematically correct, but it feels like a price increase to customers. The monthly amount is slightly higher than four times the weekly price (4 x 25 = EUR 100), because a month has 4.33 weeks on average. The annual amount stays the same.
Note: Be prepared for questions from customers about the changed amount. Include a covering message with the first invoice from the new system. Explain that the annual amount stays the same, but the monthly breakdown works out slightly differently.
Entering the rate per container
ALWAYS enter the rate per individual container or crate. Never put the total amount on one container and leave the rest at EUR 0.
Approach | Container 1 | Container 2 | Container 3 | Risk |
Per container (correct) | EUR 95 | EUR 95 | EUR 95 | None |
On total (wrong!) | EUR 285 | EUR 0 | EUR 0 | When container 1 is taken out of storage, you invoice EUR 0 for the rest |
Note: NEVER enter zero pounds as the storage price. A container with a rate of EUR 0 doesn't generate an invoice. If you take out of storage exactly the container with the full amount during a partial out-storage move, the remaining containers are left at zero and you'll no longer receive an invoice for them.
Sending the first storage invoice separately
Send the first storage invoice separately rather than together with the removal invoice. If you include the storage costs on the removal invoice, customers are startled by the total amount. A separate storage invoice is clearer and results in fewer questions.
Inflation on storage rates
There is currently no button in Bas that lets you, as an end user, apply an inflation increase to all storage rates at once. If you want to index your rates, contact Bas support. They'll apply the rate increase manually for all your storage customers in one go.
Aligning storage invoicing
If you're switching from a different invoicing system to Bas, it can happen that customers have been invoiced at different moments. The system automatically aligns the invoicing periods. This means the first invoicing period in Bas may be shorter or longer than usual, until all customers are on the same rhythm.
Layout of the first invoices from the new system
The first storage invoices from Bas look different from what customers are used to. For the first 2 months, mention on the invoice that the layout is different because of the switch to a new system. This prevents confusion and unnecessary phone calls.
After 2 months, remove this notice from your invoice template again.
Transferring existing storage customers
If you already have storage customers in an old system or in Excel, you'll need to transfer them to Bas.
Preparation: Create an overview of all your current storage customers: customer name, contact details, which units they rent, the rate per unit, the start date, the last invoiced date (crucial) and any particulars.
Clean up your data: consistent naming, correct email addresses and phone numbers, correct rates.
Turn messages OFF: This is crucial. Turn off all automatic messages before you start entering data. If you're going to enter 50 or more storage case files without turning off messages, all those customers will get a welcome email. You don't want that.
Enter the customers: Create a case file per customer, link the correct storage units, set the rate per unit, set the last invoiced date (not the start date!), set the invoicing frequency.
Last invoiced date - not the start date!: This is the single most important thing. Set the last invoiced date, not the start date. If you enter the start date, the system will try to invoice all the missed periods as well.
Example: A customer has been in storage since 01-01-2024. You have invoiced up to and including 01-02-2026. Enter as the last invoiced date: 01-02-2026. The system will automatically pick it up from there.
Test with a single customer: Don't do everything at once. First create a case file for a single storage customer, generate a draft invoice, check the amount, check the accounting link, and send the invoice. Only once everything checks out do you continue with the rest.
Tips
Always check draft invoices before sending them
When invoicing in bulk: spot-checking is sufficient after the first time
Inform customers in advance when you switch to a new system
The last invoiced date is crucial during migration, not the start date
Send the first storage invoice separately from the removal invoice
For the first 2 months, mention on the invoice that the layout has changed due to the new system
For short-term storage: invoice the entire period straight away and set the last invoiced date to the expected out-storage date
Please note
Draft invoices are NOT sent automatically
Switching from four-weekly to monthly: the annual amount stays the same, but the monthly price is slightly higher than 4x the weekly price
Turn messages OFF when transferring existing storage customers
Always test with a single customer before entering everything in bulk
NEVER enter zero pounds as the storage price - a container at EUR 0 doesn't generate an invoice
ALWAYS enter the rate per container, never put everything on one container and the rest at zero
You can't apply inflation to storage rates yourself - contact Bas support
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