How to set up invoicing

This article shows the step-by-step to configure your property's Invoicing on Cloudbeds PMS. On the Invoicing page, you can add your company details and logo, set your invoice title and sequence and choose either to generate the invoice manually, at check-out or automatically when a reservation is created. If you have the Advanced Invoicing feature enabled, you will see some extra features in the configuration such as the Credit Note Title and Sequence.

📢 Actualización importante: lanzamiento gradual en curso

Es posible que notes una interfaz diferente o una funcionalidad ligeramente actualizada para esta función. Actualmente estamos desplegando la nueva versión de manera gradual. Ten la seguridad de que este artículo se actualizará por completo muy pronto para mostrar la nueva experiencia.

How to access

Account -> Finance-> Invoices and Documents

Header logo:

Click Edit Image to upload your company logo from the computer. The recommended size is 150-pixel height and 150-pixel width.

Invoice Details

1. Select the default invoice language of the invoice.

2. Select if you would like the invoice to be generated based on the country the guest is from.

   If you enable the function, the invoice will be generated in guest's language. Example: A guest with country origin Portugal will receive the invoice in Portuguese. Otherwise, the invoice will be generated in the default language.

3. Set you preffered Generate Invoice setting. Check more details about each option below:
   At reservation creation: The invoice will be issued each time a new reservation is created within the application (this includes both manually created reservations in Cloudbeds PMS, as well as all the incoming reservations from your connected OTAs (Online Travel Agencies)).
   You do not need to generate an invoice each time, unless there’s an additional item, service and/or room revenue added to the folio once the guest is in-house.
   In the event that additional charges are applied to the folio, you may wish to generate a new invoice at a later date (the default due date will start counting from the day the reservation is created).

   At check-out: Streamline your check-out process with this option. The invoices will be created at the moment of check-out with all available transactions to invoice. If by any chance, an invoice has been generated before and there are no more transactions left to be invoiced, the system will not generate a new invoice. 
   This option is part of Advanced Invoicing feature.

   Manually: An invoice will not be created until you navigate to the reservation and generate an invoice. With this option, you decide which reservation to generate the invoice. Learn more: Invoicing - How to generate and download invoices from reservations.

   

4. Invoice Title and Sequence

• Title: If you want to name the document something other than Invoice.

• Prefix: Any numbers or letters that you would like to appear before the sequentially generated invoice number. (Example: INV-1001)

• Starting Index Number: The number of the first invoice that gets generated. The next invoices generated will be sequential, continuing from this number. (Example: Entering "1001" means your first invoice number will be 1001, followed by 1002, etc.)

• Suffix: Any numbers or letters that you would like to appear after the sequentially generated invoice number. (Example: 1001-POST)

• Use the language dropdown to add your title/sequence text for other languages.

5. Invoice Details

• Select if you need to show company details 

• Show the room number column on the invoice – If enabled, the room number will be indicated on the invoice.

• Show tax/fee specifics on the invoice – If enabled and you have multiple taxes/fees, a breakdown of the total of each tax/fee type will appear on the invoice.
• Use Compact Invoices – Leaving this box unchecked, the system will generate the invoices similar to the guest folio. Every transaction (including nightly room prices and taxes) will appear as its own line item. Checking this box will consolidate common transactions into their own line. (For example, in the compact invoice, the room rates for 3 nights are consolidated into one line).
• Select to use guest's Document Number if needed
• Show package breakdown option if necessary

6. Invoice Footer

Use the Invoice Footer to add any additional text to the invoice, such as payment instructions or additional policies. Use the language dropdown to add your Custom Invoice Footer text for other languages.