Generate invoices from the Invoice tab of a booking, and set up their content, numbering, locking, e-invoices and currency display in Settings > Guest Management > Invoicing.
Table of Contents
- Invoice content
- Invoice numbers and dates
- Invoice status and custom balances
- E-invoices (beta)
- Lock, credit and cancel invoices
- Different invoice address
- Currencies and calculations
- Channel-collect bookings
- Send, export and report invoices
- Troubleshooting
Invoice content
| Setting | What it does |
|---|---|
| Invoice Description | Text included on the guest invoices you create. You can use HTML to style and format it, and Template Variables to personalise it. See Customise Invoice Template. |
| Invoice Charges | Preset charges that appear in a selector on the booking invoice. They're internal items you add from the control panel and don't show on the booking page. Once set up, they're under Charges in a drop-down list on the Invoice and Charges tab of the booking. Use them for extras sold on site. Template variables can show invoice charges in invoices, booking templates and email templates. |
| Invoice table | By default the invoice contains the template variable [INVOICETABLE]. Other template variables show different content. |
For custom additions, set up an internal custom question in Settings > Properties > Booking Questions and add it to the invoice with its template variable.
Note: The confirmation table and invoice table always use the guest's language, as a service to the guest, even if the language isn't supported.
Invoice numbers and dates
To assign a unique, consecutive invoice number, open the booking and click Assign Invoice Number on the Invoice tab. The invoice date is the date the number was assigned.
- Invoice numbers are generated per account or sub-account. For separate numbering per property or group of properties, use sub-accounts.
- Numbering starts at 1. Set a different Next Invoice Number in Settings > Account > Preferences.
- In Reports > Custom Reports, add the Assign Invoice Number column to get buttons that assign numbers.
- To assign numbers automatically, set up an Auto Action in Settings > Guest Management > Auto Actions. A template is available; see Auto Action examples and the context help (? icons) in the Auto Action.
Find an invoice number:
- Run the standard report Invoice Numbers and use your browser's search to find the number.
- Or create a custom report in Reports > Custom Reports: select dates far enough in the past, add the columns Booking Ref and Invoice Number under Show Columns, and click refresh. You can add the report to your dashboard.
Invoice status and custom balances
The Status field on the Charges and Payments tab sets the type of an item, for example a payment method or a VAT level. You can preset the status for upsell items and extra invoice charges; see the context help (? icons) in Invoice Items and Upselling.
| Template variable | Shows |
|---|---|
[INVOICETABLEPART:status1,status2,!status4] |
Invoice table with only the items that have a matching status. Separate several statuses with commas; exclude a status with an exclamation mark, for example !status1. |
[INVOICEPARTCHARGES:] |
Total charges for the statuses after the colon |
[INVOICEPARTPAYMENTS:] |
Total payments for the statuses after the colon |
[INVOICEPARTBALANCE:] |
Balance for the statuses after the colon |
Add the statuses after the colon, separated by commas. Include statuses, or exclude them with !. You can also apply an optional multiplier or offset.
Example: a property uses the statuses tax, restaurant and bar. [INVOICEPARTCHARGES:restaurant,bar!tax:10%] calculates the total of all invoice charges with the status bar or restaurant, but not tax, and applies a 10% offset.
Custom invoice balance: to calculate a balance for certain upsell items only, or to exclude upsell items from the invoice balance, add a status to the upsell item in Settings > Booking Engine > Upsell Items. To set the status of an invoice item, put a pipe | between the description and the status, for example Description of item | Status.
E-invoices (beta)
Generate e-invoices in ZUGFeRD / Factur-X format.
Prerequisites:
- Enter the Business Name and your tax information in Settings > Guest Management > Invoicing (E-Invoice).
- The countries of the guest and the seller are both required. If you don't set a country in the E-Invoice settings, the property's country is used. If the booking has no guest country, the property's country is used instead.
- E-invoices are only created when you generate the PDF manually from the booking with the Printable Invoice button.
- To see the raw data for diagnostics, add
&showdata=1to the URL in the browser. - Online validators check an uploaded PDF, for example portinvoice.com.
Note: Use the download function in the booking. PDFs created with the browser's print function aren't e-invoices.
Requirements can vary. If the invoice doesn't validate because of missing data, first check that all required information is in the fields of the booking. If it still doesn't validate, send a support ticket with the Support button at the top of the control panel and paste in the validation result.
Lock, credit and cancel invoices
Locking an invoice prevents changes once an invoice number is assigned. The items are removed from Charges and Payments, and new invoice items automatically start a new invoice. Turn on Lock Invoices in Settings > Account > Preferences.
Note: A booking with a locked invoice can't be deleted.
| To | Steps |
|---|---|
| Credit an invoice | Set Lock Invoices to Yes, close the invoice you want to credit, then enter negative values on Charges and Payments for the items you're crediting. |
| Cancel an invoice | Set Lock Invoices to Yes, lock the invoice you want to cancel, then enter the cancelled amount as a negative value on Charges and Payments to bring the balance to zero. |
You can set up separate invoice templates for credits and cancellations in Settings > Guest Management > Invoice, and choose the template after you click Printable Invoice.
Different invoice address
- Go to Settings > Properties > Booking Questions and set up Custom Questions for the information you need. To hide them on the booking page, set them to internal.
- Add the information to your invoice template with template variables such as
[GUESTCUSTOMQ1]and[GUESTCUSTOMQ2].
If you need a separate invoice template, use one of the print templates in Settings > Guest Management > Invoicing. For separate invoices for agents, business travellers or certain OTAs, see Invoicees.
Currencies and calculations
Smart template variables convert the booking values into another currency. For example, [INVOICETABLE:1.1$] multiplies your prices by 1.1 (+10%) and shows them with a $ symbol at the end.
To record extra information such as a second currency or a conversion rate, use the Status field on the Charges and Payments tab, and show it with STA in a custom invoice table or with [INVOICETABLE2]. See also Set Currency.
Smart template variables can also calculate automatically from the values in the booking; see Template variable logic and calculations.
Channel-collect bookings
In Settings > Channel Manager, set whether channel-collect payments are imported. If they are, the amount you pay to the OTA is imported, not the amount the guest paid. The guest has been billed by the OTA, so you don't charge the room.
For some channels you can set a different invoice template in the channel manager settings. See the channel's help page.
Send, export and report invoices
- Send by email: set up an Auto Action email with the invoice as a PDF attachment in Settings > Guest Management > Auto Actions. A template is available; see Send invoice after check-out. Channels may filter PDF attachments out of emails sent to their alias email addresses, so the guest doesn't receive them.
-
Export and import: export invoice data to a CSV file at
https://api.beds24.com/csv/getinvoicescsv. You can change the data and upload it again athttps://api.beds24.com/csv/putinvoicescsv. - Reports: monthly invoice revenue is in Reports > Standard Reports. In Reports > Custom Reports, add the Print Invoice or Assign Invoice Number columns to get buttons for these actions.
- Accounting software: Beds24 integrates with Xero, Kashflow and sevDesk. For other systems, set up an integration with Make, or export the data and import it into your accounting software.
Troubleshooting
| Problem | Solution |
|---|---|
| You can no longer edit content | See Corrupted Content. |
| The e-invoice doesn't validate | See E-invoices (beta). |