Customise Invoice Template

Customise your invoice template in Settings > Guest Management > Invoice: add your logo, lay out the booking details in a table and insert booking information with template variables. Beds24 then generates invoices from the template for each booking.

Quick Guide

1. Upload your logo in Settings > Booking Engine > Pictures and copy its URL.
2. Open the editor in Settings > Guest Management > Invoice.
3. Add your logo, a table and template variables, and save.
4. Open a booking, check the Invoice tab and click Printable Invoice.

Table of Contents

1. Example invoice
2. Set up the template
3. Generate an invoice
4. Code for the examples

Example invoice

The template generates invoices like this:

Download the invoice template tutorial, or follow the steps below.

Set up the template

Step 1: Upload your logo

Go to Settings > Booking Engine > Pictures, upload the picture and copy the picture URL.

Step 2: Open the editor

Open the editor in Settings > Guest Management > Invoice.

Step 3: Enter your image URL

Click the image icon to open a window, and paste the image URL of your logo.

If you don't want to use a logo, delete the following code and enter your property name instead:

<div style="text-align:center;"><img src="https://beds24.com/pic/p0000/2035/02.jpg" /></div>

Step 4: Align information with a table

Click the table icon and enter the number of columns (normally 2) and rows you need.

Step 5: Set up the template

Click Template Variables. You can insert all information from the booking with template variables and type in all other text.

If you use several languages, copy everything, change the language tab and paste. Then change the text you typed in. The template variables automatically use the correct language.

The code for this sample invoice is in Code for the examples.

Generate an invoice

Step 6: Open a booking

Go to Bookings and open a booking. To add an invoice number to the booking, you can use the referer field or any other field you don't need, for example a custom question or fax. In that case, adjust the template variable.

Step 7: Add extras

1. The Invoice tab automatically shows all items booked online. Add items booked separately manually (1).
2. Click Update to save the changes.
3. Click Printable Invoice to print the invoice or add extra information manually (2).

Note: The Rate Description field doesn't show on the invoice. Use it for comments or to store manually entered information.

Step 8: Preview the invoice

When your invoice is ready, click the print icon (1) to save it to your computer or print it. To add custom information just for this invoice, click the edit icon (2).

Step 9: Enter custom text if needed

If needed, enter information in the editor and click the Close icon.

Note: Information you enter here isn't stored in Beds24.

Expected result: You have a printable invoice with your logo, the booking details and all invoice items.

Code for the examples

Example 1

1. Go to Settings > Guest Management > Invoice and click Edit.
2. In the editor, click Source Code and paste the code.
3. To use your logo, replace https://beds24.com/pic/p0000/2035/02.jpg with your logo URL.

<div style="text-align:center;"><img src="https://beds24.com/pic/p0000/2035/02.jpg" /></div>
<div>
<br>
<br>
<br>
&nbsp;
<h3>Invoice Nr. [INVOICENUMBER]</h3>

<table border="0" cellpadding="1" cellspacing="1" style="width: 500px;">
  <tbody>
    <tr>
      <td>Name</td>
      <td>[GUESTFULLNAME]</td>
    </tr>
    <tr>
      <td>Date</td>
      <td>[INVOICEDATE]</td>
    </tr>
    <tr>
      <td>Roomnumber</td>
      <td>[REFERRER]</td>
    </tr>
    <tr>
      <td>Booking Reference</td>
      <td>[REFERENCENUMBER]</td>
    </tr>
    <tr>
      <td>Check-in</td>
      <td>[FIRSTNIGHT]</td>
    </tr>
    <tr>
      <td>Check-out</td>
      <td>[LEAVINGDAY]</td>
    </tr>
    <tr>
      <td>Number of Nights</td>
      <td>[NUMNIGHT]</td>
    </tr>
    <tr>
      <td>Room</td>
      <td>[ROOMNAME]</td>
    </tr>
    <tr>
      <td>Price</td>
      <td>[PRICE]</td>
    </tr>
  </tbody>
</table>
<br>
<br>
[INVOICETABLE]
<br>
<br>
<strong>Balance due:&nbsp; </strong>[FIRSTNIGHT:+30days]
</div>

Example 2

[GUESTTITLE] [GUESTFIRSTNAME] [GUESTNAME]

[GUESTADDRESS]

[ROOMNAME]
Check in: [FIRSTNIGHT]
Check out: [LEAVINGDAY]
[NUMNIGHT] nights
[NUMPEOPLE] guests

[CURRENTDATE]

Invoice

Reference Number: [REFERENCENUMBER]

[INVOICETABLE]

We thank you very much for choosing [PROPERTYNAME].
We hope you enjoyed your stay with us.

Troubleshooting

Issue	Likely cause	Resolution
A comment doesn't show on the invoice	It was entered in Rate Description, which doesn't show on the invoice	Enter the text in the template, or add it with the edit icon in the invoice preview (Step 8).
Custom text added in the invoice preview is gone	Text entered in the preview editor isn't stored in Beds24	Print or save the invoice before you close it, or add the text to the template.
The invoice number doesn't show	The template variable doesn't match the field that holds the number	Adjust the template variable to the field you use, for example [REFERRER] for the referer field.

Related Articles

• How to setup Invoices
• Template Variables
• Invoicees