Overview
This article outlines how to create, manage, and download invoices using the platform. Effective invoicing is crucial for maintaining financial accuracy and transparency with your guests. The instructions provided will guide you through accessing, understanding, and handling invoices, ensuring a smooth billing process for your property.
Before you start
You must have access to the Admin sidebar.
Your billing profile must be correctly configured.
Some invoice actions depend on whether payments have been registered.
Step-by-step instructions
1. Access the invoicing area
Log in to your Admin sidebar.
Go to
Invoices → Invoices.From here, you can:
View all invoices
Create invoices independently
Download, send, or cancel existing invoices
2. Create an invoice
⚠️ Important: Invoice numbering in Amenitiz is continuous and does not reset automatically at the start of a new year. You can update your invoice prefix and numbering sequence before issuing invoices if you want to reflect a new year.
Example:
If your invoices currently use the prefixINV2025(e.g.INV2025-145), you may choose to update the prefix toINV2026. From that point on, new invoices will use the updated prefix, such asINV2026-146orINV2026-1, depending on your settings.
You can create invoices in two different ways, depending on your needs.
Option A: Create an invoice from a reservation
Go to
Reservations.Open the relevant booking.
Go to the
Invoicestab on the right-hand side.Click
Generate an invoice.Choose the invoice recipient:
Guest
Client
Or add client information if both are required
Select which charges and payments to include.
Click
Generate.
📌 Notes:
You can create multiple invoices for the same reservation.
If not all payments are registered, the invoice remains editable.
Once all payments are registered, the invoice becomes non-editable.
Option B: Create an invoice independently
Go to
Invoices → Invoices.Click
New.Enter the client details.
Add invoice items (e.g. accommodation, extras).
Click
Record a payment, thenIssue invoice.Use the three-dot menu to send the invoice by email or download the PDF.
⚠️ Important: Invoices created this way cannot be linked to a reservation. These invoices are always generated using the simplified invoice mode.
3. Choose between detailed and simplified invoices
Amenitiz supports two invoice formats.
Detailed invoices
Show a breakdown of charges per night.
Useful when guests require full pricing transparency.
Simplified invoices
Group charges by type (e.g. accommodation, extras).
Provide a cleaner, high-level summary.
To choose the default invoice type:
Go to
Invoices → Settings.Select
DetailedorSimplifiedinvoice mode.Click
Save.
📌 Notes:
Invoice type (detailed or simplified) is independent from your invoice numbering.
Changing the invoice prefix or numbering settings does not affect existing invoices.
Manually created invoices (Invoices → Invoices → New) are always simplified.
4. Understand invoice and payment statuses
Invoice status
Draft
The invoice has not been issued.
It can still be edited.
Issued
The invoice is final.
It cannot be edited and must be cancelled to make changes.
Cancelled
The invoice has been voided.
Payment status
Paid – Full amount received
Unpaid – No payment recorded
Partial – Partial payment received
Overpaid – Payment exceeds the invoice amount
5. Review invoice details
For each invoice, you can check:
Invoice date
Invoice number (based on your numbering sequence)
Guest or client information
Total amount charged
Linked payments and transactions
6. Send, download, or cancel an invoice
Locate the invoice in
Invoices → Invoices.Click the
three-dot menunext to the invoice.Choose to:
View details
Download the PDF
Send by email
Cancel the invoice
FAQs
Can I edit an issued invoice?
Can I edit an issued invoice?
No. Once an invoice is issued, it cannot be edited. You must cancel it and create a new invoice.
Where can I create invoices from?
Where can I create invoices from?
You can create invoices:
From a reservation (Reservations → Booking → Invoices tab)
Directly from Invoices → Invoices → New
Why can’t I issue an invoice from a reservation?
Why can’t I issue an invoice from a reservation?
This usually happens because not all payments have been registered. Ensure all reservation payments are recorded before issuing the invoice. Another common reason is invalid or missing tax codes. Ensure the tax code entered in client details meets the necessary validation requirements.
What causes billing profile activation issues?
What causes billing profile activation issues?
Billing profile activation issues are usually caused by missing or incorrect company information. To resolve this:
Go to
Invoices → Settings → Company information.Check that all required fields are completed, including:
Company legal name
Company registration number
Address
Review your VAT configuration:
Make sure the VAT number is entered correctly.
Ensure VAT is activated where required. If any required field is missing or incorrect, billing cannot be activated and invoices cannot be issued.- If encountering errors related to VAT prefixes, remove the country code (e.g., 'IT') before the VAT number and save changes. Retry generating the invoice.
Why do I get errors when issuing an invoice?
Why do I get errors when issuing an invoice?
Errors when issuing an invoice are usually caused by missing information or incomplete payments. Check the following points in order:
Check registered payments
Open the reservation linked to the invoice.
Make sure all payments for the booking have been registered.
If payments are missing, register them before issuing the invoice.
Verify client tax information
Open the reservation or invoice client details.
Check that the tax identification number is valid and correctly formatted using the VAT Information Exchange System (VIES).
Correct any errors before issuing the invoice.
Remove special characters from client details
Review fields such as postal code and address.
Remove special characters or symbols that may cause validation errors.
Incorrect field mapping from integrations
Occasionally, passport/ID numbers may populate the tax code field incorrectly.
Open the related booking in Amenitiz.
Edit client details.
Manually correct the tax code field.
Ensure complete and valid billing information
Ensure all mandatory fields such as Name, Address, and Tax information are filled correctly.
Verify VAT numbers by removing unnecessary prefixes and saving updates in the company details if errors occur.
Can I reset the invoice number sequence?
Can I reset the invoice number sequence?
Invoice numbering cannot be changed retroactively. We recommend reviewing or updating your invoice numbering only at the start of a new calendar year, before issuing any invoices. Once an invoice has been issued, its number and prefix are locked and cannot be modified.
What happens if an invoice is overpaid?
What happens if an invoice is overpaid?
You can issue a refund or adjust the balance on a future booking.