Overview
This article explains how to generate an invoice directly from a client's file by selecting outstanding charges across one or more reservations.
This is useful when you need to:
Invoice a client for charges from multiple reservations at once
Group specific charges into a single invoice
Review outstanding charges and unassigned payments before invoicing
Before you start
Charges must be assigned to the client before they can be invoiced. See How to group charges of several bookings into one client or invoice for instructions.
You must have access to the Clients section in the Admin sidebar.
Your billing profile must be correctly configured.
Step-by-step instructions
1. Open the client file
Go to
Clientsin the Admin sidebar.Click on the client you want to invoice.
2. Locate the outstanding charges
On the client file, you will find the Outstanding charges section. You can start the invoice process from here or from the button at the bottom of the page.
3. Select charges and payments
After clicking, you will see:
Outstanding charges from the client's reservations
Unassigned payments and refunds
Select the charges you want to include in the invoice, along with the related payments. For each charge, you can click View details to choose specific line items.
📌 Tip: To include all charges and payments in one invoice, tick every item before generating.
4. Generate the invoice
Click Generate invoice.
You will be taken to the invoice page where you can:
Download the invoice as a PDF
Send it by email to the client
⚠️ Important: Once the invoice is generated, you cannot add more charges to it.
5. Edit the invoice before issuing (optional)
If payments have not been fully registered, you can still edit the invoice by adding or removing items. Click the blue arrow in the bottom right corner to open the editor.
This opens the Pro Forma invoice page, where you can:
Review and edit the document
Send the Pro Forma by email to the client
Record a payment
Issue it as a final invoice when ready
📌 Note: Pro Forma invoices are non-fiscal preliminary documents. They can be freely edited and shared with clients before being converted into a final issued invoice. For full details, see How to create and manage Pro Forma invoices.
FAQs
Can I include charges from multiple reservations in one invoice?
Can I include charges from multiple reservations in one invoice?
Yes. The client file shows all outstanding charges across reservations. Select any combination of charges to include them in a single invoice.
Why don't I see any outstanding charges?
Why don't I see any outstanding charges?
Charges must first be assigned to the client. If a reservation's charges are not linked to the client, they will not appear in the client file. See How to group charges of several bookings into one client or invoice.
Can I edit the invoice after generating it?
Can I edit the invoice after generating it?
If the invoice has not been fully paid, you can edit it by clicking the blue arrow in the bottom right corner. This opens the Pro Forma editor where you can add or remove items before issuing the final invoice.