This article explains how to create invoices, record payments, and track fiscal document statuses for Portuguese properties using the Invopop · AT integration. For initial setup instructions, see Invoicing via Invopop (Portugal) - Set up guide.
Before you begin
Make sure your property setup is complete before issuing fiscal documents:
- Invopop · AT provider shows Active.
- Registration status shows Registered.
- Tax codes and payment methods are fully mapped.
If any of these steps are incomplete, return to the Invoicing via Invopop (Portugal) - Set up guide before proceeding.
Fiscal document types
Cloudbeds issues the standard Portuguese fiscal document types. Each document has a type prefix and a sequential number within its series.
| Type | Prefix | Description |
|---|---|---|
| Invoice | FT | Fatura — a standard invoice for charges billed to the guest. |
| Invoice-receipt | FR | Fatura-Recibo — an invoice and payment issued in a single step. |
| Credit Note | NC | Nota de Crédito — reverses a document when an invoice is voided. |
Example document numbers include: FT CB-PROFORMA-2026-1, FR CB-2026-5, and NC CB-2-2026-1.
Fiscal documents are created from the Documents panel inside a reservation. Each document is automatically registered with AT, and its status is tracked in Cloudbeds.
Create an invoice
- In the reservation, open the Documents panel and select Add documents to → Invoice under Invoices and receipts.
- Under Bill to, select the billing contact, such as the guest or another payer.
- Under Items to invoice, select the charges to include. The Amount to Invoice column shows the amount that will be billed for each item.
- If the Related items will be added message appears, select Add all related items. This ensures that the invoice includes the associated tax lines and remains fiscally complete.
- Review the subtotal, taxes and fees, and grand total, and then select Create invoice.
The invoice is issued and automatically submitted to AT for registration.
Why related items matter
A Portuguese fiscal invoice must include its complete tax details. Adding all related items ensures that every charge is paired with its VAT line and that the registered document reconciles with the folio. Omitting related items can result in a fiscally incomplete document.
Record a payment and generate a receipt
Recording a payment against an issued invoice generates a fiscal receipt (RG). The selected payment method is recorded using the fiscal payment type mapped during setup.
- In the reservation, select Add payment.
- Select the appropriate options under Paid by and Room #.
- Under Select charges, select By invoice, and then select the invoice or invoices to settle. This links the receipt to the correct fiscal document.
- Enter the Amount and select the Payment method. For example, a cash payment is registered as fiscal type NU.
- Select Save.
A payment receipt (RG) is generated and registered with AT. The invoice status changes to Paid, and the receipt status changes to Allocated.
Invoice-receipt (FR) in one step
When a charge is invoiced and paid at the same time, such as during check-out or for a walk-in guest, Cloudbeds issues a single invoice-receipt (FR) instead of a separate invoice and receipt. The full transaction is recorded in one fiscal document.
Void a document and issue a credit note
A registered fiscal document cannot be deleted. It must be reversed using a Credit Note (NC). Each document in the Invoices and receipts list has an actions menu represented by the ⋮ icon.
- Find the document in the Invoices and receipts list and open its ⋮ actions menu.
- Select Void & issue credit note.
- Cloudbeds voids the original document and issues a corresponding credit note, which is registered with AT.
- The original document status changes to Voided, and the reservation balance is restored.
From the same actions menu, you can also select View, Download, or Send to share the document with the guest. Select See change history to review the complete audit trail for the document's fiscal lifecycle.
Track document status
The Invoices and receipts view lists every fiscal document associated with the reservation, including its type, document number, amount, balance, date, issuing user, and current status.
Fiscal status
| Status | Meaning |
|---|---|
| Processing / Awaiting authorization | The document was submitted to AT and is awaiting a response. |
| Registered | The document was accepted and registered by the tax authority. |
Payment and lifecycle status
| Status | Meaning |
|---|---|
| Open | The document was issued and is awaiting payment or allocation. |
| Allocated | A receipt was matched to an invoice. |
| Paid | The invoice was fully paid. |
| Voided | The document was canceled and reversed using a credit note. |
Troubleshooting
A document is stuck in Processing / Awaiting authorization
Allow some time for the registration to complete. If the status does not change, go to Fiscalization → Invopop · AT → Authentication and verify that your AT credentials are current. Expired credentials are a common cause of failed communication.
I need to cancel an invoice that was already issued
Do not attempt to delete the invoice. Open the document's ⋮ actions menu and select Void & issue credit note. This keeps the fiscal record complete and compliant.
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