Some money only becomes visible after the customer has gone: a toll notice three weeks later, a valet bill, a tank returned empty, four hundred kilometres over the allowance. All of it is raised from the booking's Payments tab.
There are two tools, and they behave differently.
- Over-mileage is computed. Glovebox works the amount out from the odometer readings and the vehicle's allowance, and you approve it.
- A post-hire charge is yours to type. Amount, description, and optionally a document to back it up.
Over-mileage
The charge only exists if the numbers say so. Glovebox computes it from the pickup and return odometer readings against the vehicle's daily allowance across the hire days. If either reading is missing, if the return reading is not higher than the pickup one, or if nothing was driven over the allowance, there is no charge and no button.
Two more things have to be true before the controls appear: the booking uses a Stripe-connected payment account, and no over-mileage has been captured on it already. If your vehicles have no odometer — bikes, kayaks, trailers — over-mileage does not apply at all and the actions never show.
If the vehicle has no overage rate set, Glovebox raises a dashboard alert rather than guessing a rate. Set the rate on the vehicle or its group and the charge becomes available.
Charge over-mileage
Available once the booking is Completed, because that is when the final reading exists. The modal shows you the whole calculation before you commit: kilometres driven, kilometres included, the overage, the rate per kilometre, and the maximum charge with GST noted either way depending on your pricing display setting.
It also tells you which way the money will move — "Saved card on file — we will attempt an off-session charge first" or "No saved card on file — a payment link will be emailed to the customer."
You can charge less than the maximum, never more. The amount defaults to the full computed charge; type a smaller figure to be generous about the first fifty kilometres, and the form rejects anything above the computed maximum. If the off-session charge cannot be taken, Glovebox emails the customer a Stripe link instead of failing — you get told which happened.
Request over-mileage payment
Asking is not the same as taking. This action only emails the customer a secure Stripe link; no card is charged. Because nothing is captured, you can send it while the hire is still on — you do not have to wait for the booking to complete, which the charge action does. It needs the customer to have an email address.
Waive over-mileage
Cancels a pending over-mileage charge with a reason you have to type. Use it when you have decided not to collect — a goodwill call, a return leg you asked them to make. The reason is what you will want later.
Attach Stripe payment
The orphan-fixer. If the customer has already paid the over-mileage charge in Stripe but Glovebox still shows it unpaid — a webhook that never arrived — paste the PaymentIntent id from the Stripe dashboard and Glovebox reconciles the two.
It refuses anything that is not an exact match. The intent has to have succeeded, and the currency and amount have to match the charge exactly, so you cannot quietly mark a charge paid with the wrong payment. Who attached it is recorded.
Post-hire charges: everything else
Fuel, cleaning, tolls, parking, a lost key. Two actions, same form, different outcome.
- Post-hire: charge card takes the money off the card on file straight away.
- Post-hire: send payment request emails the customer a link to pay through their booking portal.
Both are only available once the hire has started. Post-hire charges are exactly that — there is no such thing as one on a booking that never went out.
The form asks for an amount including GST, capped at $2,000, and a description. Anything over $2,000 asks you to confirm before it goes. There is also an optional supporting document — a photo of the parking ticket, the toll notice, the valet invoice, up to 8 MB as a PDF or image. It is attached to the payment-request email, which is the difference between a customer paying and a customer ringing you to argue.
When the card cannot be charged
"Post-hire: charge card" is greyed out when there is no saved card, and the tooltip says so. A card is only saved when the customer has paid a deposit or balance online — a counter-only booking will not have one. Bookings that do not use a Stripe-connected account cannot take off-session charges at all.
Either way the answer is the same: send a payment request instead.
If the card needs authentication, Glovebox does not just fail. It falls back to emailing a payment request and tells you it did — the customer's bank has asked for a 3-D Secure check, which only they can complete, so the link is the only route.
If the card is declined, nothing is collected and you are told plainly. Send a payment request, or take it another way.
Waiving a post-hire charge
Waive cancels an unpaid charge and closes any payment link that is still open, so nobody can pay a charge you have written off. You have to give a reason, and it goes on the booking timeline.
Waiving is not refunding. It stops a charge being collected; it does not return money already taken. The modal says so.
Fuel collected outside Glovebox
Where the return recorded a fuel shortfall that Glovebox cannot charge to a card, the booking shows a Fuel shortfall pending manual collection card. Mark as collected is a bookkeeping action, not a payment: use it after you have invoiced or taken the money some other way, so the booking stops showing as owing.
If it did not work
- No over-mileage action anywhere. Check the readings first — both odometers recorded, and the return one higher. Then check that the vehicle or its group has an overage rate. If the booking is not Completed yet, only Request over-mileage payment is available.
- "No over-mileage to charge". The calculation came back at nothing. The customer stayed within the allowance.
- "Could not attach payment". The PaymentIntent is not a succeeded, exact-amount match in the same currency. Check the amount in Stripe against the charge here; a partial payment will not attach.
- The customer says they never got the payment request. Check the email address on the customer record — the request action needs one, and a missing address hides it entirely.
Things worth knowing
- The bond is not the mechanism for post-hire charges. Set up and release bonds explains the release buffer; the charges on this page are what you raise inside it. Charging the card and capturing the bond are different things with different customer consequences.
- Every charge carries its own trail — who raised it, what it was for, who waived it and why. That is the material you want in a chargeback dispute, and it only exists if you raise the charge here rather than settling it in Stripe.