It is possible to setup invoice templates so that invoices will automatically be created when reservations are created or when request or internal bookings are changed to reservations.
Invoice Strategies (sets of templates) can be set to create invoices taking into account:
- Bookings sources, Direct-Manual Entry (all direct bookings except book and pay), Direct-Website (Book and Pay), Agent (all agent bookings) – So you could have different templates used to create invoices for each type of booking.
- Check in date of the booking – So you could have different strategies (sets of templates) for bookings which stay in Summer and Winter.
- How far in the future a booking will check in – So you could set a strategy to invoice for 20% deposit and 80% final payment on bookings made more than 60 days before check in and one strategy to create a single invoice of 100% on bookings made less than 60 days before check in.
To Set Invoice Strategies
Navigate → Product Setup → Invoice Strategy and click Create Invoice Strategy
Examples
Lot of flexibility is possible with the invoice settings but an example account might cover their invoicing with the following policies:
Direct Bookings – Summer Policy
All bookings to check in from May to November require 20% deposit payment within 5 days of booking and the remainder due on check in.
Direct Bookings – Winter Policy
All bookings check in from December to April made more than 67 days before arrival require 20% payment 7 days after booking and the remainder 60 days before check in.
All bookings to check in from December to April made less than 67 days before arrival require full payment within 7 days of booking.
Book and Pay – Year Round Policy
All bookings at any time of year made 60 days or more before arrival require 20% payment on booking and the remainder 60 days before check in.
All bookings at any time of year made less than 60 days before arrival require full payment on booking.
Agent Bookings – Year Round Policy
All bookings made more than 50 days before arrival require 20% payment 5 days after booking and the remainder 45 days before check in.
All bookings made less than 50 days before arrival require full payment within 5 days of booking.
This would give us the following set of policies which are one way you could cover all booking scenarios for an account:
Notes on Invoice templates:
- Invoices will be created for the first booking in a package only
- Invoices will not be created if a package already contains invoices