Comparison Guide: The New Era of Cloudbeds Invoicing

Mariia Korostashevych

Updated September 24, 2026 07:58

Purpose	Understand how New Invoicing and the Fiscal Documents service differ from the legacy invoicing experience.
Best for	Property owners, property admins, and finance or accounting staff preparing for migration.
Use this when	You need to explain the operational, reporting, and fiscal-document changes introduced by New Invoicing.
Requirements	Confirm your property's migration status and the invoicing features available to it.
Expected result	Your team understands the new transaction controls, billing workflows, document formats, and reporting requirements.
Limitations	Fiscalization, localization, Accounts Receivable, tax mapping, and document behavior may depend on country and product availability.

Introduction

Cloudbeds has expanded its invoicing experience into a Fiscal Documents service designed to support stronger transaction controls, more flexible billing, clearer document formats, and country-specific fiscal requirements.

This article compares the legacy and new experiences, explains the main operational changes, and identifies the report transition your team must prepare for during migration.

Compare legacy and new invoicing
Understand the major improvements
Prepare for the report migration
Review the operational benefits

Compare legacy and new invoicing

The following comparison summarizes the main differences in transaction integrity, billing workflows, document presentation, localization, and post-stay billing.

Feature	Legacy invoicing	New Invoicing and Fiscal Documents
Transaction integrity	Basic duplicate prevention	Fiscal locking: Transactions are locked after they are linked to a fiscal document, helping preserve record consistency.
Group billing	Invoice the full folio or move transactions before invoicing	Transaction selection: Select specific charges from group folios for a consolidated document.
Pending charges	Limited options for presenting unposted charges	Pro forma invoices: Preview pending charges without locking them. A separate setting can allow pending items on standard invoices.
Document layout	Debit and Credit columns	Updated templates: Net, Tax, and Total columns, VAT summaries, and revised layouts.
Languages	Manual selection or basic guest-language support	Localized documents: Support for more than 30 languages, with language selection based on the guest's country.
Post-stay billing	Outstanding balances remain in the reservation folio	Accounts Receivable: Transfer eligible charges to an Accounts Receivable ledger for delayed or corporate billing.

Understand the major improvements

The new experience changes how teams protect fiscal records, prepare documents, bill groups, and manage balances after checkout.

Fiscal locking and record consistency

After an invoice or receipt is issued, its transactions are locked. This prevents later changes from creating differences between the fiscal document and the underlying transaction record.

Flexible group invoicing

Select individual charges from multiple folios within a group and combine them into one document. This supports custom billing arrangements without requiring the entire folio to be invoiced together.

Pro forma invoices and estimates

Use a pro forma invoice as a preliminary document that can display pending charges. The document does not lock or consume those transactions, so they remain available for a standard invoice after they are posted.

Accounts Receivable workflows

Transfer eligible folio charges to an Accounts Receivable account after checkout. Teams can manage billing, due dates, and payments for corporate or delayed-payment arrangements from a centralized ledger.

International fiscal requirements

Updated document templates support VAT summaries and tax mapping for applicable fiscal formats and government requirements. Available behavior varies by country and fiscalization setup.

Prepare for the report migration

The report used for invoicing data changes when the property moves to New Invoicing.

Important: Use the report that matches the migration period

Before migration: Use Invoices and Credit Notes Report with Details.
After migration: Use Fiscal Documents with Details.

The legacy report stops receiving new data on the migration date. New transactions appear in the Fiscal Documents report.

Review the operational benefits

Together, these changes give properties clearer documents and more structured controls for invoicing operations.

Clearer documents: Updated layouts provide a more consistent guest-facing presentation.
Localized output: Supported document languages help properties serve international guests.
Reduced error risk: Transaction locking helps prevent duplicate invoicing and changes to issued fiscal records.
Flexible billing: Group transaction selection, pro forma invoices, and Accounts Receivable support more billing scenarios.