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.
The client, invoice language and issuing company show at the top. To change them, click Edit. All bills start ticked. Untick any bill that should not be on this invoice.
Click Issue Invoice. The panel closes and the new invoice appears in the Invoices tab.

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 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.

In Portugal, to invoice a deposit or advance payment, use Fiscalize payments instead. See how to invoice a deposit or advance payment in Portugal.

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.

Can I change the language of an issued invoice?

No. An invoice takes the language set on its client when you issue it, and the PDF can't change afterwards. To get it in another language, change the Language on the client, cancel the invoice (which creates a credit note) and issue a new one.

Why does a company invoice list the guests' names?

When you invoice a company, the PDF adds a Guest(s) line with the names of the person who booked and the guests on each room, so the company can see who stayed. An invoice to a private person doesn't show this line. It is added automatically and can't be turned off.

Why can't I issue an invoice?

When something is missing, the reason shows in red at the bottom of the panel, next to the total. 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.

I've invoiced the reservation, but some charges still need an invoice. Why?

Each invoice closes the bill it was issued from. Charges you didn't include, and any added afterwards, such as a restaurant or bar charge, go to a new open bill on the same reservation, and that bill needs its own invoice. To check, open the booking and go to the Bills tab: each invoiced bill shows its invoice number, so a bill without one still needs an invoice. Before you cancel an invoice you think is a duplicate, check there which bill it belongs to.

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.

In Italy, why can't I find a foreign guest's invoice in the Agenzia delle Entrate portal?

Invoices to a client from outside Italy are sent to the SdI with the recipient code XXXXXXX. In the Agenzia delle Entrate portal, search for them by that recipient code, not by the guest's tax code. If you still can't find the invoice, contact us at [email protected].

Why does one night show on its own line with a slightly different price?

When a stay's total doesn't divide evenly by the number of nights, the price is spread across the nights and the last night takes the leftover cents. For example, €200 for 3 nights becomes €66.67, €66.67 and €66.66. If your invoices are set to Simplified, nights with the same price are grouped into one line, so that last night appears on a line of its own. The invoice total always matches the booking total.

How to create, manage, and download invoices