Invoicees let you split the invoice of a booking: assign some or all charges to a company, agent or other payer, and create several invoices per booking. By default, every booking or group booking has one invoice. Set up invoicees in Settings > Guest Management > Invoicees.
Table of Contents
- When to use invoicees
- Create an invoicee
- Assign charges to an invoicee
- Give an invoicee special prices
- Assign online bookings to an invoicee
- Assign channel bookings to an invoicee
- Show invoicee details on invoices
- Invoicees in dashboard and reports
When to use invoicees
- Agents book and pay for the accommodation, and guests pay for extras.
- Companies book and pay for their employees' stays.
- You need a second invoice with a new invoice number, for example for a refund.
- Guests make several or repeat bookings.
- You manage bookings in several currencies.
Create an invoicee
Steps:
- Go to Settings > Guest Management > Invoicees.
- Fill in the settings:
- Name: the invoicee's name.
- Enabled: Yes, or Yes with booking page to also use a booking page link. See Assign online bookings to an invoicee.
- Invoice template: optional. One of the invoice templates from Settings > Guest Management > Invoicing.
- Code: optional, for example for your accounting system. Also used for agent codes, see Give an invoicee special prices.
- Template fields: up to 8 fields for the address, tax number or other details to show on the invoice.
- If you use sub accounts, choose whether the invoicee is available in them.
Note: invoicees can't be deleted. To stop using one, set Enabled to No.
Assign charges to an invoicee
- In the Charges and Payments tab of the booking, add the charge.
- Assign the charge to the invoicee.
- In the Invoice tab, assign an invoice number to each invoicee and print their invoices separately.
If you remove the invoicee from a charge, the charge goes back to the guest.
When you add a booking manually, you can assign the charges to an invoicee instead of the guest.
Give an invoicee special prices
An invoicee is linked to a Daily Price or Fixed Price by an agent code. The code can be any word you choose.
- In the invoicee's Code setting, enter one or more agent codes, separated by spaces.
- In the Daily Price or Fixed Price, add the agent code in the Channels section.
- In the same price, untick Beds24 direct bookings and tick agent bookings in the channel tick boxes.
- When you add a booking with the add booking wizard, select the invoicee and click Calculate Room Price.
Expected result: the price is calculated with the agent prices that match the invoicee.
Assign online bookings to an invoicee
Create a booking link for an invoicee by adding the invoicee ID to the URL of your booking page. The invoicee must have Enabled set to Yes with booking page.
Example: https://beds24.com/booking2.php?propid=13437&invoicee=3
When a guest books through this link, the charges are assigned to invoicee 3.
Assign channel bookings to an invoicee
To use a different invoice template for bookings from a channel, enter the invoicee ID in the channel manager settings of that channel. All new bookings from the channel are then assigned to the invoicee. Existing bookings don't change.
To set the invoicee for hotel collect and channel collect bookings separately, add H or C in front of the ID. For example, C1234 assigns invoicee 1234 to channel collect bookings only.
Show invoicee details on invoices
You can set up three invoice templates in Settings > Guest Management > Invoicing. Use these template variables for invoicee details:
| Variable | Shows |
|---|---|
[INVOICEACCOUNTNAME] |
Invoicee name |
[INVOICEACCOUNTCODE] |
Invoicee code |
[INVOICEACCOUNTTEMPLATE1] to [INVOICEACCOUNTTEMPLATE4]
|
Invoicee template fields 1 to 4 |
[INVOICENUMBERS] |
Invoice numbers |
For all invoicee variables, see Template Variables: Invoicee variables.
Invoicees in dashboard and reports
- Dashboard: add the Invoicee Name and Invoice Code columns to dashboard modules.
- Reports: use the Invoicees filter to create custom reports for specific invoicees.