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
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:
The selected mode applies only to future invoices.
Existing invoices are not affected.
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.
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.
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.
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.
Complete required client information
Ensure all mandatory fields are filled in, such as:
Name
Address
Tax information, where applicable
Once all required information is complete, try issuing the invoice again.
Can I reset the invoice number sequence?
Can I reset the invoice number sequence?
Yes, but it is recommended to do this only at the start of a new year to avoid numbering conflicts.
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.