Issue invoices and receipts

Issue a numbered invoice for a reservation, credit it, email it, and see the receipts each payment gets.

Verified against release 6484a26
6 min read

An invoice is a numbered document for a reservation’s total; a receipt confirms one payment or refund. You get both only where your property takes the money: Direct and Manual reservations, and channel reservations whose payment your property collects. The reservation’s booking card (titled Booking, or with the channel’s name for a channel reservation) shows who collects it, under Payment collected by. When the channel collects the payment, no invoice is issued here, and the Payments card says who collects it.

Before you start

You need the Account owner, Manager or Property manager role. All three can see the documents, issue and credit invoices, and email documents to the guest.
Your organization’s legal name and tax ID must be filled in. Until they are, the card shows Add your company's legal name and tax ID before issuing invoices and receipts. and no invoice or receipt is issued.
Only the Account owner can change them, in Settings under Organization. The same tab holds the Invoicing card, where they set Invoice prefix, Credit note prefix, Receipt prefix, Default document language and Footer text. A new prefix applies only to documents issued afterwards.

Issue an invoice

Open the reservation. Its Payments card lists the reservation’s documents under the payments, with Issue invoice and the invoice’s total. The same action is in the card’s menu.
Select Issue invoice. The Name, Country code and Email address come from the guest. Check them.
To bill a company instead, tick Bill a company and fill in Company name, Tax ID and Address.
Choose the Document language: Albanian or English. It starts at the Default document language from your settings.
Select Issue invoice.

Issuing gives the invoice the next number in your series and freezes it: an issued invoice never changes. A reservation has one invoice at a time. For a cancelled reservation, the invoice is for the cancellation fee. A reservation on hold cannot be invoiced. Until a document is listed on the card, it shows Invoices are available once the booking is confirmed..

Correct an invoice

You never edit an invoice. To correct one, credit it and issue a new one.

Select the invoice, then Credit.
Select Issue credit note.

A credit note reverses the whole invoice. The invoice stays on record, marked Credited, and you can issue a new invoice afterwards.

If the reservation’s total or its dates or room type change after you issue the invoice, the card shows: The booking total changed after this invoice was issued. Credit it and issue a new one.

Receipts

You do not issue receipts yourself. Each payment and each refund on the reservation gets its own numbered Receipt, issued automatically a few seconds later. Until it arrives, the card shows Receipt for the latest payment is on its way… and checks again for up to 1 minute. A receipt still missing is picked up again every 5 minutes. Payments made before receipts were introduced have none.

A receipt is in your Default document language. Once the reservation has an invoice, its receipts follow that invoice’s language and who it is addressed to, so a stay billed to a company gets receipts addressed to the company.

When a guest pays on your website, they can download the receipt for that payment from their booking confirmation.

Email or download a document

Every invoice, credit note and receipt is listed on the reservation’s Payments card as a button showing its kind and number. Select it to see what you can do with it.

Select Download PDF to save the document as a PDF.
Select Email, then Send, to send it to the guest. The PDF goes into the reservation’s conversation, so it shows in the inbox and the guest can reply there.

If something goes wrong

Add your company's legal name and tax ID before issuing invoices and receipts. The Account owner adds the Legal name and Tax ID / VAT number under Company details in Organization. Until then, Issue invoice stays disabled. Payments taken in the meantime get their receipts once both are saved.
This guest has no email address yet. Add one to the guest first. Add an email address to the guest, then select Email again.

What happens next

Reservations overview