Overview
When a guest has more than one booking with you, or when the bill needs to go to someone other than the booker (a company, an agency, the person staying for the extras), you can take the charges off the reservations and group them onto a single client account — then invoice that account in one go.
Common use cases:
One invoice for several reservations under the same name.
Several invoices for the same reservation (e.g. room to the company, extras to the guest).
Invoice a company or agency that isn't the booker.
Before you start
You can only move unlinked charges — charges that aren't already attached to an issued invoice. To move a charge that's on an issued invoice, the invoice has to be cancelled first.
Charges attached to a pro forma that hasn't been issued yet still count as unlinked and can be moved freely. Once the pro forma is issued, the charge is locked to it.
The move is reversible until the charges are invoiced. After the invoice is generated, they're locked to that client account.
The destination account can be created on the fly — you don't have to set up the client beforehand.
To split within a single booking (one bill into several bills on the same reservation) — use how to split a bill into multiple bills instead.
Group charges onto a client account
Go to
Reservationsin the sidebar, tick the booking(s) whose charges you want to move, then clickMove Charges.You land on
Assign Booking Charges to a Client, split into two columns:Charges from Selected Bookingson the left,Destination Accounton the right.In the left column, tick the unlinked charges to move. Use
Search specific chargesorFilter Chargesto narrow down by term or category.Click the blue
Move Rightarrow to transfer them to the destination column. To send a charge back, select it on the right and clickMove Left.In the right column, search for an existing client with
Search Client Account, or click the person icon toCreate Accountfor a new client (individual or company).From here you can click
Generate Invoiceto issue the invoice immediately, orGo to destination accountto open the client file and review the charges first — see how to generate an invoice from the client file.
FAQs
What counts as an "unlinked" charge?
What counts as an "unlinked" charge?
A charge is unlinked when it isn't on an issued invoice. Charges sitting on a pro forma that's still being built also count as unlinked. As soon as the charge ends up on an issued document (invoice or finalised pro forma), it's locked there and stops appearing in the left column of the Move Charges screen.
I need to move a charge that's already on an issued invoice — what do I do?
I need to move a charge that's already on an issued invoice — what do I do?
The invoice has to be cancelled first — see how to cancel an invoice. Once cancelled, the charge becomes unlinked again and reappears in the Move Charges screen ready to be reassigned.
What about charges on a pro forma?
What about charges on a pro forma?
If the pro forma is still being built, the charge can be moved without touching the pro forma — it'll appear in the unlinked list. If the pro forma has been issued, the charge is locked to it; cancel the pro forma to unlink the charge. See how to create and manage pro forma invoices.
Can the destination account be a company instead of a person?
Can the destination account be a company instead of a person?
Yes. When you create the destination account, switch the client type to company and fill in the VAT number, registered address and tax details. The invoice will then be issued in the company's name.
Can I undo after the invoice is generated?
Can I undo after the invoice is generated?
Not directly — the invoice has to be cancelled first. See how to cancel an invoice. Once it's cancelled, the charges become unlinked again and can be re-grouped.
Will the original booking still show the charges?
Will the original booking still show the charges?
The charge is removed from the booking's bill once it lands on the destination client. The booking timeline keeps a trace of the move, so the audit trail is preserved.
What if I just need to split charges within the same booking?
What if I just need to split charges within the same booking?
That's a different feature — see how to split a bill into multiple bills. Use Move Charges only when the destination is a different client or a different reservation's client.