New Invoicing - Feature Improvements and Updates

We've made significant improvements to our invoicing system to provide more accurate and flexible financial management for your property. These changes are the first step in a series of improvements designed to make your invoices true fiscal records that are easier to track and reconcile.

Key Feature Enhancements

• Improved Transaction Tracking: You can no longer invoice the same transaction more than once. If an invoice contains an error, it must be voided (using a credit note) before the transactions can be re-invoiced. This ensures data integrity and prevents duplicate documents.
• Flexible Group Invoicing: You now have the ability to select specific transactions across a group folio to invoice. You are no longer required to invoice an entire folio at once, giving you more control over billing.
• Credit Notes: Use credit notes to add transactions that occur after an invoice has been issued. Only adjustment transactions (negative) can be added to an invoice using this flow, you can not currently add new positive charges to an existing invoice. The credit note will also reference the original invoice, keeping your records clear and organized.
• Full Voiding: The new "full void via credit note" feature allows you to properly cancel an invoice. A credit note will be issued referencing the original, which releases all transactions to be re-invoiced.
• Expanded Bill-To Options:
  - On Reservations: You can now choose to bill a reservation invoice to either the registered guest or their listed company.
  - On Groups: You can bill a group invoice to the group name or to a group contact that has their fiscal information stored.
• Flexible Pending Transactions: Properties can now choose whether to allow pending transactions on standard invoices via a new toggle in: Settings → Finances → Invoices and Documents. This provides greater flexibility for properties that need to finalize billing before a guest's stay is complete.

Updated Invoice & Credit Note Templates

We've redesigned our invoice, pro forma invoice, and credit note templates to be cleaner, more professional, and fully compliant with international tax standards.

New Design & Layout

• Modern Look: The new templates have a clean, modern design for a better user experience.
• Snapshot Summary: A new summary table in the top-right corner provides an at-a-glance view of all charges, including Subtotals, Taxes, Fees, and the Total Paid & Remaining Balance.
• Simplified Columns: The old "Credit" and "Debit" columns have been replaced with Net | Tax | Total for improved readability.
• Clutter-Free Line Items: Taxes now appear on the same line as their parent charge, making the invoice cleaner and easier to read.
• Clear Payment Section: A new section clearly displays all payments applied when the invoice was generated, providing a comprehensive financial context.
• Payment Status: Invoices are marked as "Partially Paid" or "Fully Paid" based on the payments applied to them.

New Tax Summary Table

This feature ensures your invoices are compliant with global tax regulations, particularly for VAT.

• Tax Classification: You can now classify your taxes as VAT in your invoice settings.
• VAT Tax Summary Table: If a tax is classified as VAT, a dedicated summary table will appear at the bottom of the invoice. This table provides a detailed breakdown of all VAT collected, which is a standard requirement in many countries. If you do not use VAT, this table will not appear.
• Additional Tax ID Field: New fields are available for adding a Tax ID to Guest Profiles, Companies, and Groups to meet compliance requirements.

Statuses and Finalization

A key distinction of the Pro Forma Invoice is its status handling:

• Pro Forma Statuses Cannot Be "Paid" or "Closed": A Pro Forma Invoice can only be marked as Open, Accepted, Rejected, or Cancelled. It cannot be marked as Paid or Closed. These latter statuses are reserved exclusively for final financial documents because:

  • The Pro Forma is not a financial document and does not represent a completed sale.

  • It does not lock transactions or post any financial entries.

• How Final Invoices Relate to Pro Formas: A Pro Forma Invoice cannot be automatically converted into an official, standard invoice. At the end of the stay (or when the sale is completed), you must create a new (standard) invoice to finalize posted charges and officially close the transaction.

• Charges Remain Available for Final Invoicing: Charges included on a Pro Forma Invoice remain fully available for standard invoicing later. A Pro Forma only previews transaction data and does not lock charges. However, if you add a pending transaction directly to a standard invoice (using the optional setting), that transaction will be locked and cannot be invoiced again.

Using Pro Formas as Guest Estimates or Quotes

You can utilize a Pro Forma Invoice to function as a quote or estimate for the guest before charges are finalized.

• Selecting Accept Estimate marks the Pro Forma as Accepted.

• Selecting Reject Estimate marks the Pro Forma as Rejected.

Important: These actions are solely for tracking guest acceptance and do not affect the reservation folio or posted charges.

Billing Details (Company Name)

Company information is now selected at the time the invoice is created, providing more control over which entity is being billed.

• When you choose Bill To: Guest, the company name stored in the guest's profile will not appear on the Pro Forma Invoice.

• To create a Pro Forma Invoice addressed to a company, you must explicitly choose Bill To: Company when creating the document.

• A company will only appear as an option in the Bill To dropdown if its profile includes a Company Tax ID.

Coming Soon

This is the first of many planned updates. Here’s what you can expect in future releases:

• Receipts: The ability to generate and apply receipts to specific invoices.
• Payment Allocation: New payment flows will automatically link payments to receipts.