Overview
This article explains how charges, bills, payments, and invoices are connected in Amenitiz and how they interact throughout a booking’s lifecycle.
Use this article to understand why certain actions are available or blocked, how amounts due are calculated, and how invoicing and refunds affect a reservation.
This is especially useful if you are unsure why a bill is open or closed, why charges cannot be edited, or how payments appear on invoices.
Before you start
This article explains system behaviour only; it does not replace step-by-step guides
The explanations apply to desktop usage
Some actions may require cancelling an invoice before changes are possible
How the billing logic works in Amenitiz
1. Understand charges
Charges represent everything the guest owes for a booking, such as:
Accommodation
Extras
City taxes
Custom charges
Charges are always linked to a booking and are grouped into bills.
2. Understand bills
Bills are containers that group charges together.
There are two types of bills:
Open Bills
Contain charges that have not been invoiced yet
Charges can be edited or deleted (unless a draft invoice exists)
Only one Open Bill can exist per reservation
Closed Bills
Contain charges that have already been invoiced
Are linked to an issued invoice (for example, INV-31)
Charges cannot be edited unless the invoice is cancelled
A bill is considered closed only when an invoice is issued, not when a draft is created.
3. Understand payments
Payments represent money received from the guest.
Important rules:
Payments are linked to the reservation, not to specific charges
A booking can have multiple payments
Payments can cover one or several bills
The booking’s amount due is calculated by comparing:
Total charges across all bills
Total payments received
4. Understand invoices
Invoices are fiscal documents created from one or more bills.
When you issue an invoice:
The selected bill(s) are closed
Charges in those bills become non-editable
The invoice can include one or several payments
Draft invoices:
Do not close bills
Can block charge editing while they exist
To issue or cancel an invoice, see How to create and issue an invoice.
5. How edits and cancellations affect the flow
If an invoice is issued, charges cannot be modified
To edit charges or taxes, the invoice must be cancelled (a credit note is created)
Cancelling an invoice reopens the related bill and makes charges editable again
6. How refunds fit into the process
Refunds are always linked to payments.
Issued refunds return money to the guest
Logged refunds are accounting entries only
Refunds do not automatically modify issued invoices
The refund flow is not affected by the bill structure
For step-by-step instructions, see How to refund a payment.
FAQs
Why can I see an amount due even if a bill is closed?
Why can I see an amount due even if a bill is closed?
A closed bill only means the charges were invoiced. The amount due depends on payments received, not on whether a bill is open or closed.
Why can’t I edit charges even though the bill is open?
Why can’t I edit charges even though the bill is open?
If a draft invoice exists for the booking, charges in the Open Bill cannot be edited. Delete the draft invoice to regain edit access.
Can I invoice multiple bills together?
Can I invoice multiple bills together?
Yes. You can include several closed bills and charges from the Open Bill in a single invoice.
What happens if I delete a charge after the booking was paid?
What happens if I delete a charge after the booking was paid?
The amount due is recalculated. The booking may become overpaid or show a new balance due. You may need to refresh the page to see the update.
Can payments be split across invoices?
Can payments be split across invoices?
Yes. Payments are not tied to specific charges, so you can choose which payments appear on each invoice.