Two-Step Invoice Creation Flow (Pilot)

Introduction

Invoice creation is being reworked into a streamlined two-step process: select the items to invoice, then select the payer. The key change is that incomplete guest information no longer prevents you from continuing with invoice creation. The system validates the fields required for the applicable country and invoice scenario, and missing payer details can be completed directly in the invoice modal.

Availability: This new process is currently available for properties in Poland and Italy with Invopop integration. More countries will be added in future releases. If your property is not yet on this flow, refer to Generate and download invoices or Create an invoice for each guest for the standard process.

Table of contents

• Understand the updated invoice flow
• Configure invoice requirements
• Configure simplified invoices
• Create an invoice with the two-step process
• Understand invoice scenarios
• Confirm the completed invoice
• Check flow availability
• Frequently asked questions

Understand the updated invoice flow

Scenario-based validation

Invoice requirements now match the actual invoice type, not a one-size-fits-all set. The system recognizes five scenarios:

• B2B Domestic: Invoice to a company in the same country (strictest requirements, sent to tax authority).
• B2B Foreign: Invoice to a company in another country (requires international tax ID).
• B2C Domestic: Invoice to a guest in the same country (fewer requirements, not sent to tax authority in Poland).
• B2C Foreign: Invoice to a guest in another country.
• Simplified: Receipt-style invoice below a configured threshold (minimal requirements).

Validation is based on the applicable country and invoice scenario, so unrelated guest profile requirements no longer block invoice creation.

Inline editing

Missing payer or address details appear as editable fields inside the invoice modal. You can complete them without leaving the screen. You do not need to close the invoice, return to the guest profile, edit, and start over.

Simplified invoices

Properties in supported countries can enable simplified invoices with an applicable maximum amount. Required information and fiscalization behavior depend on the country's rules, so a simplified invoice may be fiscalized in some countries and not fiscalized in others.

Configure invoice requirements

Invoice requirements are configured separately from guest profile requirements. They are scenario-specific and country-specific.

Open the invoice requirements settings

1. Click Account Menu , then go to Settings > Guests > Guest Information.
2. Scroll to Invoice creation (separate from the guest requirements section above).
3. Select your Country template (Poland, Italy, etc.).
4. Open the Invoice requirements tab.
5. Select a scenario to review which fields are required for that invoice type.

The following example shows the Poland template with B2C domestic selected. Use this view to confirm which fields are required for that invoice scenario.

Requirements change according to the selected country template and scenario. For example, the Italy template includes country-specific company information for B2B invoices.

Configure simplified invoices

Simplified invoices are configured separately under the invoice and document settings.

1. Click Account Menu, then go to Settings > Finance > Invoices and Documents.
2. Locate the Simplified invoices section.
3. Select Enable simplified invoices.
4. Review the Threshold amount. Depending on local regulations, the threshold may be predefined and unavailable for editing.
5. Under When the threshold is exceeded, select the behavior available for your property.

The Simplified invoices section shows whether the feature is enabled, the applicable threshold, and the behavior used when the invoice exceeds that amount.

Create an invoice with the two-step process

Step 1: Select items to invoice

1. Open the reservation.
2. Go to the Folio.
3. Start the invoice creation process.
4. In Items to invoice, select the transactions you want to include.
5. Review the Invoice total, then click Continue.

In the first step, select only the transactions that should be included in the invoice. The resulting invoice total is used when determining simplified-invoice availability.

Step 2: Select the payer

On the Bill To step, select the billing contact. The payer comes from the reservation's guest information and can be a guest or company profile. The system uses that selection to determine the applicable invoice scenario.

1. Under Payer, select the Billing contact.
2. Review the scenario displayed below the payer information.
3. Review the fields under Bill to.
4. Enter any missing required payer, address, or tax information directly in the modal.
5. Review which invoice action is available.

When all information required for the resolved scenario is complete, the applicable invoice actions become available.

If required information for a complete invoice is missing, the Create invoice button remains disabled. Where simplified invoices are available and the transaction qualifies, Create simplified invoice can remain available.

The availability of these buttons depends on the scenario, payer data completeness, and the invoice amount:

6. Click the appropriate button to issue the invoice.

Understand invoice scenarios

B2B invoices for company payers

When to use: Guest is paying as a company or business representative.

Fields required: Company name, Tax ID, full address, and any country-specific fields (e.g., Codice Destinatario for Italy, KSeF for Poland).

Destination: Sent to your tax authority (via Invopop integration in Poland and Italy).

Action available: Create Invoice only. Simplified invoice is not an option for B2B.

B2C invoices for guest payers

When to use: Guest is paying as an individual (personal travel, leisure).

Fields required: Guest name, address. Requirements vary by country and may be fewer than B2B.

Destination: In Poland, B2C invoices are not sent to the government. In Italy, they are sent via SDI (Sistema di Interscambio).

Actions available: Both Create Invoice and Create Simplified Invoice (if enabled and below threshold).

Simplified invoices

When to use: Guest transaction is below the configured threshold and you want to issue a receipt-style document quickly without collecting full details.

Fields required: Minimal, typically name only, depending on country rules.

Destination: Depends on the country's fiscalization requirements. Simplified invoices may be subject to fiscalization in some countries and not in others.

Actions available: Create Simplified Invoice only (unless amount exceeds threshold, in which case you must use Create Invoice).

Note: Simplified invoices are only available where local regulations permit them and your property has enabled them in settings.

Confirm the completed invoice

Once you click Create Invoice or Create Simplified Invoice:

1. The invoice is created and, where required by the applicable country's fiscalization rules, submitted to the tax authority.
2. A confirmation appears, and you can view the invoice in the Documents section.
3. The invoice can be downloaded, printed, or sent to the guest.

If an error occurs:

• Click Account Menu , then go to Utilities > Integration Sync to review detailed error messages from the tax authority.
• Common issues: Invalid tax ID format, missing address fields, or account verification incomplete.
• If the invoice fails, you can correct the payer details and re-issue.

Check flow availability

Live today:

• Poland (Invopop / KSeF integration)
• Italy (Invopop / SDI integration)

Coming soon:

• Spain (Verifactu / TicketBAI)
• Portugal
• Belgium
• Croatia
• Argentina
• Mexico
• Brazil
• All additional non-fiscalization countries on the new Fiscal Docs logic

Not yet available?

If your property is not in one of the countries listed above, you're using the standard invoice creation process. Refer to:

• Generate and download invoices
• Create an invoice for each guest

Frequently asked questions

Expand each question for scenario-specific invoice guidance.

Related articles

After reviewing the scenario-based invoice flow, use these resources for the standard invoice process and related tax configuration:

• Generate and download invoices (standard process for non-pilot properties)
• Create an invoice for each guest (standard process for non-pilot properties)
• Setting Up Length of Stay Taxes and Fees