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For properties based in Portugal:
At the moment, the Groups module doesn't work with FACT invoices. In such cases, the invoices must be manually generated using FACT software.
Before getting started
- Double-check your Invoicing settings:
The system takes into account the settings configured by the user on the Invoicing tab (the same for regular reservations).
This is a required step to generate Group invoices. Otherwise, if the user clicks on Generate or Email Invoice without setting up the invoicing page, they will see the following warning message.
Invoice Settings for Groups
- From your Account
, click Settings
- Go to Payments
and click on Invoicing
- Fill in all desired and mandatory fields in the Invoice Details and Invoice Settings tabs (for further details, see How to set up invoicing)
Since there's no dedicated settings page for the group's invoices, please see below which fields will be applied to them.
| Field Name | Does it apply to Group Invoice? |
|
Invoice Details > Invoice Title and Sequence Title, prefix, starting index number, suffix |
YES |
|
Invoice Details > Company Details Show company details, Legal Company Name, Tax ID number |
YES |
| Invoice Settings > Select when to generate invoice |
NO All Group invoices need to be generated manually by the use |
| Invoice Settings > Default due date | YES |
|
Invoice Settings > Invoice Layout Settings Show the room number column on the invoice, show tax/fee specifics on the invoice. |
YES |
|
Invoice Settings > Invoice Layout Settings Use compact invoices |
NO |
Generate Group Invoices
On the Group Profile page, click on Actions and select Generate new invoice or Email Invoice.
Option 1 - Generate New Invoice
Once you click Generate New Invoice, the system opens a drawer on the right of the screen for you to select which folios you want to generate the invoice for.
Select all or choose a specific folio, and click Continue.
You will be redirected to the Group Profile’s Documents tab, where all the generated invoices within a specific group are stored.
Click on the PDF hyperlink to view the invoice.
Inside, you can see:
- Group profile name
- Group code
- Group profile address, if it is available
- Both posted and pending transactions from the selected folio(s)
- Options to download or print the invoice
The invoice will display transactions as they appear on the Group Folio.
If you update the Group Profile information (email address, phone number, etc.), you will need to generate a new invoice, as this update will not automatically be reflected in previous invoices.
Option 2 - Email Invoice
- When you click Email Invoice, the system will open a drawer on the right for you to select which folio(s) you want to send and add the guest email(s)
- If you select only one folio, an invoice will be sent based on that specific folio, not for the whole Group profile.
- If you select all folios, an invoice will be sent for the whole Group profile.
- Specify the desired email(s)
- If more than one contact is created in the Group Profile, the email form will be filled with the first one and will allow you to edit (if needed).
- To email the group folio to multiple emails at once, you must simply add a coma (,) between them.
- Click Continue
- After clicking Continue, you will see the following confirmation message. Click YES.
The email will be sent, and the invoice will be stored automatically under the Group Profile’s Documents tab. Here's what the email looks like:
Email Invoice Customization
The text on the invoice is a default text for the emailed Group invoice. To customize the default text, follow these steps:
- From your Account
- Go to Email and click on Templates
- Find the Group Profile Invoice template on the list, click the gear icon, and select Edit
Learn more about email templates in this article.
Invoice Language and Translations
| Has Country Specified? | Has email template translation? | Email Template Language |
| YES - Example: Italy | YES | Italian |
| YES | NO | The email will be sent using the property system language (specified under the General System Settings) |
| NO | NO | The email will be sent using the property system language (specified under the General System Settings) |
FAQ
Are the Group invoice numbers different from regular invoices?
No, they are not. Both documents will follow the Invoice Title and Sequence you set up in Payments > Invoicing > Invoice Details. However, their file names are different.
The PDF name displays the group code for group invoices.
In contrast, the file name of regular reservations includes the reservation ID.
How is the contact information generated for new invoices?
The system pulls the contact information from the Group Profile tab to generate the invoice.
- If there’s a Contact on the Group Profile with a business email address and work phone number available, the invoice will display that information.
The invoice always includes the Contact’s business email address and work phone number (if provided) and will never display the personal email address or home phone number.
- If there is more than one contact on the Group Profile, the invoice will show the first contact's business email address. If the business email address is only available for the second contact, the system will take the second contact's business and work details.
Take a look at the example below; the invoice doesn't display a phone number because Contact Number 2 only has a Home number.
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