Overview

You issue invoices from a reservation, choosing who the invoice is addressed to and which charges it covers. This article shows you how to create an invoice, send or download it, cancel it, and choose between detailed and simplified invoices. It also explains what each invoice and payment status means.

Before you start

Your invoicing tool is set up and your company information is complete — see how to set up the invoicing tool.
The charges you want to invoice are on the reservation.

Step by step

Create an invoice from a reservation

Go to Reservations and open the booking.
Open the Invoices tab and click Create new.
Choose who the invoice is addressed to: the guest or a client. To add details the client file does not hold, such as a purchase order number, click Add client info.
Select the charges and payments to include.
Click Issue invoice.

The charges on the invoice move to a closed bill and stay locked unless you cancel the invoice. You can create several invoices for the same reservation.

💡 Tip

To share a preliminary invoice before you issue the final one, click Save as Pro forma instead of Issue invoice. A pro forma is not a fiscal document and does not close the bill. See how to create and manage pro forma invoices.

Invoice several bookings at once

To invoice several bookings or visitor bills together, use the Bills page. Set the Invoice filter to No invoice to list only the bills that still need one. See how to find, invoice and record payments for your bills in one place.

Send, download or cancel an invoice

Go to Invoices → Invoices.
Click the three-dot menu next to the invoice.
Click Download as PDF, Send the invoice by email or Cancel invoice.

Cancelling an invoice creates a credit note against it. Both documents stay on the booking, and the charges become available to invoice again.

Choose detailed or simplified invoices

A detailed invoice shows the charges night by night. A simplified invoice groups them by type, such as accommodation and extras.

Go to Invoices → Settings.
Select Detailed or Simplified.
Click Save.

📌 Note

In Spain and Portugal, the panel where you issue an invoice also has an Invoice type choice. Its simplified option is a different fiscal document that you can issue without selecting a client — see how to issue a simplified invoice.

Who the invoice is addressed to

The guest is the person who stayed. The invoice client is who the invoice is legally addressed to, such as a company or an agency. They can be the same person, but they do not have to be.

Choosing the invoice client changes only who the invoice is addressed to. It does not change the guest, the reservation, the charges or the payments.

What appears on your invoice

Alongside your property details, the client details and the charge lines, each invoice shows:

The reservation number.
The room number and the number of guests.
The guest who stayed, when the invoice is addressed to a company.
Your logo — see how to customise your invoice design.
Any extra client details you added with Add client info. Entries you leave empty are not shown. To change them, click Edit client info.

Invoice and payment statuses

Invoice status

Pro forma: a preliminary, non-fiscal document. You find it under Invoices → Pro Formas, with its own numbering.
Issued: the invoice is final and cannot be edited.
Cancelled: the invoice has been cancelled with a credit note.

Payment status

Paid: the full amount has been received.
Unpaid: no payment has been recorded.
Partial: part of the amount has been received.
Overpaid: the payments are higher than the invoice amount.

⚠️ Important

An issued invoice cannot be edited. To change it, cancel it and issue a new one.
Invoice numbers do not restart on their own at the start of a year. Each number is your series name followed by a running number. To start a new sequence, change the series name — see how to set up the invoicing tool.
A new series name applies after your next day closing, so invoices issued before then keep the current one. In Portugal, it applies immediately.

FAQs

Can I edit an issued invoice?

No. Cancel it, which creates a credit note, then issue a new invoice with the right details.

Why can't I issue an invoice?

The panel tells you what is missing. The most common causes are:

Missing client details. Add the client's name, address and tax number. Check that the VAT number is valid in VIES.
Special characters. Remove symbols from fields such as the address and postcode.
An ID number in the tax number field. Bookings imported from a channel sometimes carry a passport or ID number there. Open the booking, edit the client details and correct it.
Incomplete company information. See the next question.

Why can't my invoicing be activated?

Usually because some company information is missing or incorrect. Go to Invoices → Settings → Company information and check the legal name, company registration number, address and VAT number. If you get an error about the VAT number, remove the country code in front of it (for example IT), save and try again.

Can I change the number of an invoice I have already issued?

No. Once issued, an invoice keeps its number. A new series name only affects the invoices you issue after it applies. If you want a new sequence for the year, change the series name before you issue the first invoice of the year.

What happens if an invoice is overpaid?

You can refund the difference to the guest or keep it as a balance for a future booking.

How do bills relate to invoices?

A bill groups the charges of a reservation. Charges you have invoiced sit in a closed bill; charges not invoiced yet stay in the open bill. Cancelling an invoice makes its charges available to edit or invoice again.

What is the difference between a pro forma and an issued invoice?

A pro forma is a preliminary document you can edit and share before the sale is final. It does not close bills and is not part of your fiscal records. An issued invoice is final. You can convert a pro forma into an issued invoice — see how to create and manage pro forma invoices.

How to create, manage, and download invoices