Invoices and receipts
Producing an invoice or a receipt from a reservation, previewing it, and voiding one.
An invoice says what is owed. A receipt says what has been paid. Both are produced from a reservation’s charges, and both become documents stored against that reservation.
Before you create one
- The charges must be right. An invoice is a snapshot — correcting a charge afterwards means voiding the invoice and issuing a new one. See Charges view.
- If the reservation has more than one billing group, each produces its own document. Check the charges are in the right group first.
- The customer’s billing name, tax ID and address come from the reservation. Fill them in on the reservation rather than typing them onto the invoice.
Creating an invoice
- Open the reservation’s Charges.
- Choose the billing group if there is more than one.
- Create invoice.
- Check the customer info — this is the name and address the invoice is made out to, and it is required.
- Add a note if something needs explaining, and a footer note for terms or thanks. The default footer text comes from Settings → General → Invoice footer text.
- Preview to see exactly what will be produced.
- Create.
A receipt is created the same way with Create receipt, once payment has been taken.
Where they go
Finished documents are stored in the reservation’s Documents area, where they can be opened, downloaded, printed or emailed to the guest. See Guest documents.
Voiding
An invoice that should not have been issued is voided, with a reason. The document stays in the list marked as voided, the reason is recorded, and you can then issue the correct one.
Numbering
Invoice and receipt numbering follows the property’s settings, alongside the next reservation number in Settings → General. Do not reuse numbers.
POS bills
Restaurant charges posted to a room follow the same route, with their own Create invoice and Create receipt in the POS charges section of the reservation. See Restaurant.