This article outlines the steps for issuing invoices in Amenitiz, either from a reservation or independently. It also includes important requirements specific to Italian invoice regulations and troubleshooting guidelines for common billing and invoice issues.
Generate an invoice from a reservation
Access the Reservations Section.
In the Amenitiz dashboard, open the Reservations tab. Locate the booking for which you want to issue an invoice and click View booking details.Open the Invoices Tab
On the right-hand side of the booking view, go to the Invoices tab.Select "Generate an Invoice"
Click this button to begin the invoice creation process.Choose the Invoice Recipient
Decide whether the invoice should be issued to the guest or the client. If you need to include details for both (e.g. when invoicing a business for an employee's stay), use the Add client info option.Select Payments and Charges
Review all payments and charges associated with the booking. Select which items to include in the invoice.For example: One invoice may cover accommodation, while a separate invoice may cover additional services.
Generate the Invoice
After making your selections, click Generate.If not all payments are recorded, the invoice remains editable.
Once all payments are registered, the invoice becomes non-editable.
Final Actions
Send the invoice via email or record a payment
View invoice details
In the Invoices tab, you can see which payments and transactions are linked to each invoice.
Create an Invoice Independently from a Reservation
Access the Invoices Section
Go to Invoices → Invoices and click New to start a new invoice.Enter Client Details
Add the client’s name and any additional required details (e.g. company name or contact information).Add Invoice Items
Include each service or product being billed, such as accommodation, extras, or meals.Record a Payment, Approve, and Send
When the invoice is complete, click Record a payment, followed by Issue invoice. To send the invoice by email, use the 3-dot menu next to View PDF.
Note: Invoices created independently cannot be linked to a reservation.
Resolving Common Billing Activation and Invoice Issuance Issues
When using Amenitiz to manage billing and create invoices, users might encounter challenges such as issues activating billing, errors during invoice confirmation, or problems related to client and company data entries. Here's a guide to help troubleshoot and resolve these common issues.
Billing Profile Activation Issues
Common Causes
Missing required company details, such as the company registration number.
Incorrect or incomplete VAT configuration.
Solutions
Ensure all required fields in the billing profile, such as the company registration number, are completed.
Verify that your VAT number is entered correctly under Invoices > Settings or Company Information > Edit. Then activate it under Passive Invoicing and Electronic Receipt and ensure your Recipient Code appears in the Passive Invoices tab.
Invoice Confirmation or Issuance Errors
Common Causes
Missing registered payments for reservations.
Invalid client tax code (codice fiscale).
Special characters in customer details, such as postal codes.
Missing client information fields in the reservation.
Solutions
Missing Payments: Confirm that all payments for the reservation have been registered. Invoices can’t be finalized until this step is completed.
Invalid Tax Code: Ensure the client tax code field contains valid data. Edit the client profile and correct the tax code.
Special Characters in Customer Details: Remove special characters in fields like postal codes under the Customer tab.
Missing Client Profile Information: Provide all required fields (name, address, and tax code where applicable) for Italian and foreign clients through the Client tab before issuing the invoice.
Required Fields for Invoices Issued in Italy
To ensure tax compliance in Italy, specific fields must be completed depending on whether the invoice is issued to a business or an individual.
It is also essential to ensure all client and company data is correctly entered. Missing or incorrect fields such as the codice fiscale, VAT number, or complete addresses can lead to errors during invoice issuance.
For Invoices to Businesses:
Company Name / Legal Name
Complete Address (street, postcode, city and country are required)
Postcode must be 5 digits.
VAT Number (Partita IVA)
Must be syntactically correct and legally valid.
Note: For non‑EU companies, it is often acceptable to omit a VAT number if that jurisdiction does not use an equivalent VAT system.
For Invoices to Individuals (Guests):
Full Name
Complete Address (street, postcode, city and country are required)
Postcode must be 5 digits.
For foreign guests, if their postcode is unknown, placeholder values are sometimes used (e.g., "00000" for postal code).Codice Fiscale
Must be syntactically correct and legally valid.
Usually left blank for foreign guests unless they have a relevant local tax identifier.
Codice Destinatario (Recipient Code)
The Codice Destinatario is optional. If provided:
It will be transmitted to the Italian SDI (Sistema di Interscambio).
The guest will automatically receive the invoice through their e-invoicing provider.