New Invoicing - Feature Improvements and Updates

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.

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.
• 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.

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.

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.