Overview

You can generate an invoice straight from a client's file, picking outstanding charges from one or more of their reservations.

This is useful when you need to:

Invoice a client for several reservations at once
Group specific charges into a single invoice
Review outstanding charges and unassigned payments before you invoice

Before you start

Charges must be assigned to the client before you can invoice them. See How to group the charges of several bookings into one client or invoice.
You need access to Clients in the sidebar.
Your company details must be complete in your invoice settings.

Step-by-step instructions

1. Open the client file

Go to Clients in the sidebar.
Click the client you want to invoice.

2. Start the invoice

In the Outstanding Charges section, click Generate Invoice. The same button is also at the bottom of the page.

3. Check the bills to include

The page opens with the client's open bills, all ticked. Untick any bill that should not be on this invoice. Open a bill to see its charges.

4. Issue the invoice or save it as a pro forma

At the bottom of the page, choose one:

Issue Invoice creates the final invoice. Use it once every payment is recorded.
Save pro forma creates a pro forma: a preliminary document you can still edit and send to the client before they pay. You issue it as a final invoice later. See How to create and manage Pro Forma invoices.

You are taken to the document's page, where you can download it as a PDF or send it by email.

⚠️ Important

An issued invoice is final. You can't add charges or payments to it, or change its language. Check everything before you click Issue Invoice.

5. Correct an issued invoice

If an issued invoice is wrong, cancel it and generate a new one:

Open the invoice.
Click the actions menu (⋯), then Cancel.
Generate a new invoice from the client file, following steps 1 to 4.

Cancelling creates a credit note. The payments stay recorded, and the charges go back to the outstanding charges, ready to invoice again. To refund the client or give them a voucher instead, see How to cancel an invoice and log a refund or voucher.

FAQs

Can I include charges from multiple reservations in one invoice?

Yes. The client file shows the outstanding charges from all their reservations. Select any combination to include them in a single invoice.

Why don't I see any outstanding charges?

Charges must first be assigned to the client. If a reservation's charges aren't linked to the client, they don't appear in the client file. See How to group the charges of several bookings into one client or invoice.

Can I edit an invoice after issuing it?

No. Cancel it, which creates a credit note, then generate a new one. If you need to edit the document before it's final, choose Save pro forma instead of issuing it.

Can I record a payment on an issued invoice?

No. Record the payment first, on the reservation or with Record a payment in the Unassigned Payments & Refunds section of the client file. Each bill's payments go on the invoice with that bill, so you don't select them separately. If the invoice is already issued, cancel it and generate a new one that includes the payment.

Can I change the language of an issued invoice?

No. Once an invoice is issued, its PDF can't change. Cancel it and generate a new one.

How to generate an invoice from the client file