| Purpose | Understand the features, document behavior, transaction rules, and operational requirements of New Invoicing. |
| Best for | Property owners, property admins, front desk staff, and finance or accounting staff. |
| Use this when | Your property is preparing for or has migrated to New Invoicing. |
| Requirements | Confirm your property's migration status and the fiscal requirements that apply in its country. |
| Expected result | Your team can create and manage invoices, credit notes, and pro forma invoices using the correct rules and reports. |
| Limitations | Fiscalization, cancellation, credential, and document requirements vary by country and integration. |
Introduction
New Invoicing improves transaction tracking, group billing, fiscal-document management, and invoice presentation. These changes are designed to make invoices more accurate, easier to reconcile, and better suited to international fiscal requirements.
Review the changes below before your team begins using the new workflow. Pay particular attention to transaction locking, document finalization, reporting, and any country-specific operational requirements.
Reporting changes after migration
After migration, use Fiscal Documents with Details for new invoicing data. The legacy Invoices and Credit Notes Report with Details stops receiving new data on the migration date.
Historical data created before migration remains available in the legacy report. Learn more here:
Where to Find Pro Forma Invoices and Transactions After Migration to New Invoicing
Table of contents
- Review key feature enhancements
- Understand the updated document templates
- Use pro forma invoices
- Understand transaction locking and invoicing rules
- Distinguish between void and cancel
- Maintain country-specific fiscal services
Review key feature enhancements
The updated invoicing experience changes how transactions are selected, billed, adjusted, and released for future invoicing.
- Improved transaction tracking: A transaction cannot be invoiced more than once. If an invoice contains an error, void it by issuing a credit note before invoicing the released transactions again.
- Flexible group invoicing: Select specific transactions from a group folio instead of invoicing the entire folio at once.
- Credit notes: Add adjustment transactions created after an invoice is issued. Only negative adjustments can be added through this flow. New positive charges cannot currently be added to an existing invoice. The credit note references the original invoice.
- Full void by credit note: Cancel an invoice by issuing a credit note that references the original document and releases all transactions for invoicing again.
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Expanded Bill To options:
- Reservations: Bill the registered guest or the company listed on the reservation.
- Groups: Bill the group or a group contact whose fiscal information is stored.
- Flexible pending transactions: Choose whether standard invoices can include pending transactions. This option allows properties to finalize billing before a guest's stay is complete.
To configure pending transactions, go to Settings → Finances
→ Invoices and Documents, and update the pending-transactions setting.
Understand the updated document templates
Invoice, pro forma invoice, and credit note templates use a cleaner layout and provide more detailed financial and tax information.
Design and layout changes
- Modern design: The templates use an updated, simplified layout.
- Snapshot summary: A table in the upper-right corner summarizes subtotals, taxes, fees, total paid, and remaining balance.
- Simplified columns: The former Credit and Debit columns are replaced with Net, Tax, and Total.
- Clearer line items: Taxes appear on the same line as their parent charge.
- Payment section: The document lists payments applied when the invoice was created.
- Payment status: Invoices are marked Partially Paid or Fully Paid according to the payments applied.
VAT and tax information
The updated templates provide additional tax information for jurisdictions that use VAT or require payer tax identifiers.
- Tax classification: Classify a tax as VAT in the invoice settings.
- VAT summary table: When a tax is classified as VAT, a table at the bottom of the invoice provides an itemized VAT breakdown. The table does not appear when VAT is not used.
- Additional Tax ID fields: Store tax identifiers on guest, company, and group profiles to meet applicable requirements.
Use pro forma invoices
A pro forma invoice can provide a guest with an estimate before charges are finalized. It previews transaction information but is not a final financial document.
Statuses and finalization
- Available statuses: A pro forma invoice can be Open, Accepted, Rejected, or Cancelled. It cannot be marked Paid or Closed because it does not represent a completed sale, lock transactions, or post financial entries.
- Final invoice: A pro forma invoice cannot be converted automatically into a standard invoice. Create a new standard invoice when the stay or sale is complete.
- Transaction availability: Charges included on a pro forma invoice remain available for standard invoicing. A pending transaction added to a standard invoice is locked and cannot be invoiced again.
Guest estimates or quotes
- Select Accept Estimate to mark the pro forma invoice as Accepted.
- Select Reject Estimate to mark the pro forma invoice as Rejected.
Important: Accepting or rejecting an estimate records the guest's response only. It does not change the reservation folio or posted charges.
Billing details for companies
Select the billed entity when creating the pro forma invoice.
- Selecting Bill To: Guest excludes the company name stored on the guest profile.
- Select Bill To: Company to address the document to a company.
- A company appears in the Bill To menu only when its profile includes a Company Tax ID.
Understand transaction locking and invoicing rules
Fiscal documents affect whether transactions can be changed, routed, or included in another invoice. Review these rules before finalizing a document.
- Fiscal locking: A transaction becomes locked after it is linked to a receipt or invoice.
- Restricted actions: A locked transaction cannot be voided, allocated, or routed until the associated fiscal document is voided.
- No payment-only invoices: A standard invoice must include at least one posted transaction. It cannot contain payments only.
- Pending transactions: Enable Allow invoicing pending transactions in the invoice settings to add pending items to standard invoices.
- Immediate locking: Adding a pending item to a standard invoice locks it immediately.
Distinguish between void and cancel
These actions have different fiscal effects. Confirm which action applies before changing a document.
Important: Government cancellations may be irreversible
- Cancel: Submits a formal cancellation request to the government tax authority for a fiscalized document. The action may be irreversible after approval.
- Void: Used for internal tracking or in jurisdictions where a formal government cancellation is not required.
Maintain country-specific fiscal services
Some fiscal integrations require credential renewal or careful queue management. Follow the requirement that applies to your property.
- Fisconline credentials in Italy: Credentials expire every 90 days. Expired credentials prevent valid receipt issuance until they are reset in the government portal.
- Fiskaltrust fiscal queues in France: Do not send a Stop Receipt unless you intend to close the fiscal queue permanently. Reopening service requires provisioning a new CashBox.
- Fiskaltrust late signing: If the middleware is unavailable, receipts enter late-signing mode and are queued for automatic retry.
Next Operational Step
Confirm your property's migration status, review the invoice settings with the teams that create fiscal documents, and document any country-specific credential or queue-maintenance responsibilities.
Comments
Can you tell me if the "credit note" status will change from "open" to "closed"?
Due to your updates, the workflow we were using as a work around is no longer an option. I am trying to stay open-minded. (We are not ready to try your Accounts Receivable program option due to unfavorable situations with Cloudbeds in the last six months.) Now, to post a payment to have invoices show as PAID, I must void the original invoice, issue a credit note, add my payment, and then generate a new invoice. However, the credit note status is not changing as I anticipate it should. Any feedback is appreciated.
Thank you,
April Kramer
Hello, April Kramer,
We have already escalated your inquiry to our dedicated Support Team so they can review it and assist you as soon as possible.
Thank you!
Hey Cloudbeds Team,
Is there a help article for this?
I weekly invoice a Group Coordinator with an itemised list of the guests with the names that they can cross-reference and confirm the names and amounts before using a pay-by-link in Cloudbeds Payments.
It looks like now all the names are being put under the billing contact, and just a total amount payable instead of itemised.
Seems to be the opposite of the aforementioned:
Any assistance would be appreciated.
Thank you,
Aaron
Hello, Aaron Allix,
We truly appreciate you posting your feedback here. We are actively working on updating our Help Center guides regarding Invoicing and documents to match the recent platform updates.
For dedicated assistance, please do not hesitate to reach out to our Support Team. They will be happy to take a closer look and assist you as soon as possible.
We remain at your disposal if you have any other questions.
I really like the new invoicing templates. It's a big improvement from the old version.
I would just make 2 recommendations.
Hello, Andrew Dry,
Thank you so much for taking the time to share your suggestions! 💛
We have passed your feedback along to our Product Team so they can review it for future enhancements to our invoice templates.
We truly appreciate your input!
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