How to set up invoicing

Mariia Korostashevych

Updated November 11, 2026 11:24

Purpose	Configure how your property's invoices look, when they are generated, and what they show.
Best for	Property owners and users with the Guest Invoicing permission.
Use this when	Setting up invoicing for the first time, changing invoice numbering or language, choosing when invoices are generated, deciding how charges and taxes appear on invoice lines, or adding a footer.
Requirements	The Property Owner has access by default. Other users need Guest Invoicing enabled in their role. See Roles and Permissions.
Expected result	Your property's invoices are generated with your branding, numbering, language, and line item preferences.

Introduction

On the Invoices and Documents page, you can add your company details and logo, set your invoice title and numbering, and choose whether invoices are generated manually, at check-out, or when a reservation is created.

If your property has the Advanced Invoicing feature enabled, you also see extra options, such as the credit note title and sequence.

📢 Important update: phased rollout in progress

You may notice a different interface or slightly updated functionality for this feature. We’re currently rolling out the new version gradually. Rest assured, this article will be fully updated soon to reflect the new experience.

Open the invoice settings
Set the logo and language
Choose when invoices are generated
Set the invoice title and sequence
Choose what appears on the invoice
Add an invoice footer
Set up credit notes

Open the invoice settings

From the Account Menu go to Settings
Select Finance
Select Invoices and Documents.

Set the logo and language

Click Edit Image to upload your company logo from your computer. The recommended size is 150 pixels high and 150 pixels wide.

Invoice language

Select the default invoice language.
Select whether to generate the invoice based on the country the guest is from. When this is enabled, the invoice is generated in the guest's language. For example, a guest from Portugal receives the invoice in Portuguese. Otherwise, the invoice is generated in the default language.

Choose when invoices are generated

Set your preferred Generate Invoice option. Each option works as follows:

Option	What happens
At reservation creation	The invoice is issued each time a new reservation is created in the application. This includes both manually created reservations in Cloudbeds PMS and incoming reservations from your connected OTAs (Online Travel Agencies).
At check-out	The invoice is created at check-out with all available transactions to invoice. If an invoice was already generated and no transactions are left to invoice, the system does not generate a new one. This option is part of the Advanced Invoicing feature.
Manually	No invoice is created until you open the reservation and generate one. You decide which reservations to invoice. Learn more: Generate and download invoices.

At reservation creation: You do not need to generate an invoice each time, unless an item, service, or room revenue is added to the folio after the guest is in-house. In that case, you can generate a new invoice later. The default due date counts from the day the reservation was created.

Generate Invoice options: at reservation creation, at check-out, and manually

Set the invoice title and sequence

Use these fields to control how invoices are named and numbered:

Title: Use this if you want to name the document something other than Invoice.
Prefix: Numbers or letters that appear before the sequential invoice number. Example: INV-1001
Starting Index Number: The number of the first invoice that is generated. Later invoices continue in sequence from this number. Example: Entering 1001 makes your first invoice 1001, followed by 1002.
Suffix: Numbers or letters that appear after the sequential invoice number. Example: 1001-POST

Use the language dropdown to add title and sequence text for other languages.

Invoice title, prefix, starting index number, and suffix fields

Choose what appears on the invoice

Select the options that match how you want your invoices to look:

Show company details: Select this if you need company details on the invoice.
Show the room number column on the invoice: When enabled, the room number appears on the invoice.
Show tax/fee specifics on the invoice: When enabled and you have multiple taxes and fees, the invoice shows a breakdown of the total for each tax and fee type.
Use Compact Invoices: Controls how charges and taxes appear as invoice lines. See the next section.
Use guest's Document Number: Select this if you need the guest's document number on the invoice.
Show package breakdown: Select this if you need the package breakdown on the invoice.

Compact Invoices

Use Compact Invoices controls how lines are grouped on the invoice:

Setting	How the invoice looks
Unchecked	The invoice is similar to the guest folio. Every transaction, including nightly room prices and taxes, appears as its own line item. On the new fiscal documents template, each charge and its related taxes or fees appear on separate lines.
Checked	Common transactions are consolidated into one line. For example, the room rates for 3 nights appear as one line. On the new fiscal documents template, each charge and its related tax or fee appear on one combined line.

The setting applies to invoices and pro forma invoices on the new fiscal documents template. Totals do not change, and documents that were already issued keep the display they were issued with. Learn more: Updated Invoice & Credit Note PDFs.

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

Invoice Footer field with the language dropdown

Set up credit notes

Advanced Invoicing: The credit note options are part of the Advanced Invoicing feature. Learn more: How to void an invoice and issue a credit note.

Credit note title and sequence

Choose one of these options:

Use the same settings as the invoice: Check Credit Note Title and Sequence. The credit note follows the same numbering sequence as invoices.
Set separate values: Enter the credit note's Title, Prefix, Starting Index Number, and Suffix.

When an invoice is voided, a new credit note is generated with the next number in the sequence. If a new invoice is then generated, it continues the sequence after the credit note.