Invoicing - Frequently Asked Questions

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This article includes the most frequently asked questions related to the Invoicing feature.

How can I change the title and logo on the invoice?

You can customize and adjust your invoice settings on the Invoicing page. Follow instructions here: Invoicing - How to set up

Is it possible to reset the invoice number?

No. To avoid different invoices generated with the same number, the system doesn't allow you to reset the invoice number even if you delete the reservation from the system.

Example:

  • In 2019, Starting Index Number (invoice number) was configured to "1" and since then there have been 2163 invoices generated.
  • The following year, 2020,  you wish to reset the index number to "1" again

Result: The invoice number will be sequential, it will not start from 1 again but continuing to 2164.

Workaround:

A new fiscal period can be marked using the Prefix or Suffix option.

Use the Prefix or Suffix section to indicate the year.

The first invoice generated in 2020 will look as follows: 2020 - 2164 or 2164-2020, and the second will be 2020 - 2165 or 2165-2020.

Can I create an Invoice for each guest

With Advanced Invoicing, you can create separate invoices for each guest in the reservation. The invoice will display the guest name to whom it will be billed. Follow the step-by-step here: Invoicing - How to generate and download invoices from reservations

If you are using previous version of Invoicing, creating an invoice for each guest will always display the primary guest at the top of the invoice, but the details of the transactions will have the respective guest name assigned to them. Learn more: Invoicing - Can I create an invoice for each guest?

How can I email a specific invoice to guest?

Refer to this article for detailed instructions: How to Email an Invoice?

Where can I find, download, and print invoices?

Reservation Details

Open the invoice from within a reservation where it was generated by accessing the Reservation Details.

  1. Click Documents.
  2. Go to Invoices.
  3. Click the file name to open the invoice, you will be able to download and print it.

The Property Owner has access to view invoices by default. Other users must be given permission to view Sensitive & Personally Identifiable Information (PII) in their role to be able to see guest's invoices.

Invoices Report

You can also search for the invoice(s) on the Invoices Report page.

  1. Click Reports.
  2. Go to Financial Reports.
  3. Select Invoices Report.
  1. Click the gear icon.
  2. Select Open Invoice.
  1. Click icon to download.
  2. Click icon to print.
How to proceed if I'm unable to print the invoice?

Problem: You clicked on an invoice, and the file was downloaded in a browser as blank document.

Possible solutions:

  1. It is recommended to add Cloudbeds to the list of secured websites in McAfee extension (if you use one) or any other security extensions
  2. Disable McAfee extension in Chrome if it's not currently being used
  3. Enable the feature download PDF file instead of automatically opening them in Chrome

To do so, follow the steps below:

  • On your computer, open Chrome.
  • At the top right, click on More Settings
  • At the bottom, click Advanced
  • Under Privacy and security, click on Site settings
  • Near the bottom, click PDF Documents
  • Turn on Download PDF files instead of automatically opening them in Chrome
Why is the name on the invoice different from the guest's name?

Scenario: 

  • You have a reservation under the guest's name Jada Smith
  • You posted a transaction on the guest's folio
  • The name on the previously posted transactions will still show as Jada Smith

Then, at a later time, you need to change the guest name to Will Smith

  • Even if the guest name has been changed to Will Smith, when you generate another invoice, the previously posted transaction will still belong to Jada Smith
  • Why? The invoice will always reflect the information on the folio and not the reservations data

If there are any pending transactions, they will be posted with the current guest name (in this case Will Smith).

Note that there is an exception for pending Scheduled Payments that will be processed by a payment gateway. The payment will remain under the original guest name who booked the reservation.

This is an expected system behavior, please check the workaround below:

As a workaround, you would need to download the invoice to your computer and convert it from PDF to Doc using a PDF - Doc converter App you can find online. Once the file is converted you can edit the name manually in the Doc.

Example:

Invoice-697140531264_100029
Why am I unable to see the generated invoice?

If the invoice has PII (Sensitive & Personally Identifiable Information), a user without PII viewing permission should not be able to view Invoice. The following warning message will be displayed:

[MC-1006] Display guest details on invoice pdf - Digiarb - Google Chrome

In order to be able to view generated invoices with PII, request the property owner to access myfrontdesk user's Roles page and update the desired permissions under PII section as shown below:

DEMO - Karina's Hostel - Roles - Google Chrome
Which languages are supported in the invoicing?

Currently, the following languages are supported in Invoicing feature:

  • English
  • Portuguese
  • Spanish
  • Russian
  • Ukrainian
  • Italian
  • German
  • French
  • Estonian
  • Polish
  • Dutch
  • Finland
  • Greek
  • Japanese
  • Thai
  • Chinese
  • Hebraic
  • Korean
  • Swedish
  • Norsk
  • Lithuanian
  • Vietnamese
  • Hungarian
  • Slovakia
  • Czech
  • Romania
Can I generate electronic invoices through Cloudbeds PMS?

The invoices generated in Cloudbeds are not "electronic invoices". Currently there is no option to export the invoice data, you can only export transactions. This is also how the current integration with accounting software works.

Can API be considered as an alternative option to generate electronic invoices?

No, using API is a method of moving data from MFD to any software, but API is not an alternative option to generate electronic invoices.

What do I have to do if I need to generate electronic invoices?

You may need to hire a developer to create your own system to generate electronic invoices and use the Cloudbeds PMS API to collect the information about the transactions. However, it is important for you to read our API documentation before starting and make sure the information available through API will be enough.

How to create official invoices for the properties located in Colombia (Brazil, Mexico, Costa Rica, Peru, Argentina etc.)

You have to create the official invoices outside of Cloudbeds PMS using a product of your choice that meets the local regulations.

Advanced Invoicing

What is Advanced Invoicing? Do I have it?

Advanced Invoicing is an upgraded version of the existing Invoicing feature. It has new functions that the previous Invoicing feature doesn't have such as voiding an invoice and creating a credit note. Check out other benefits:  Invoicing - Everything you need to know

Advanced Invoicing is included in Cloudbeds Premier and Cloudbeds Enterprise plan, it is also available as a paid add-on.

To check your current Cloudbeds plan, follow the instructions in this article: How can I check my current Cloubdeds Plan (Package)?

Is Advanced Invoicing available in Groups module?

The Advanced Invoicing is not yet available for Groups module. The following article explains how Invoicing works in Groups module: Groups - Invoicing

The system is set to generate the invoice automatically at "check-out", what happen if I change the reservation to another status and then "check-out" again - will it generate a new invoice?

With Advanced Invoicing, any transactions can only be invoiced once - this is to prevent any duplicated invoices.

If in the Invoicing Settings, you selected to generate invoice At check out, the system will generate a new invoice every time you change the reservation status to Check-out as long as there are transactions that have not been invoiced previously, otherwise, the system will not generate a new invoice.

Comments

  • Avatar
    Tina Nielsen

    Please assist with marking an issued invoice to paid and emailing it as a paid invoice with $0.00 balance?

  • Avatar
    Karina Ornelas

    Hi Tina! I've just created a ticket to our Support Team and they'll get in touch with you soon!

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