More control over your payments in the vacation rental business
Managing a vacation rental property involves much more than just receiving bookings and handing over keys. In an environment where owners, travelers, and suppliers all come together, keeping clear records of payments is essential to ensure transparency and operational efficiency.
Accurate documentation is not only a safeguard for any accounting queries, but also a sign of professionalism towards your collaborators and customers. That’s why at Avantio we’ve added a new feature to strengthen your financial control: the payment receipt.
What is a payment receipt and what is it for?
The payment receipt is a new accounting document available in the VRMS system, which serves as proof that a payment has been made between two parties. While it serves a similar purpose to a traditional receipt, it stands out for its greater versatility and because it doesn’t have to be linked to an invoice.
This document allows you to
Issue a proof of payment even if there is no invoice.
Make payment management easier in scenarios where it’s not mandatory to issue an invoice.
Generate receipts either on behalf of the company or in the name of the owner.
When is it useful to issue a payment receipt?
The payment receipt is especially useful in cases such as:
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Advance payment without invoice: the guest makes a prepayment that doesn’t require an immediate invoice.
Uninvoiced services or extras: additional charges such as early check-in or a crib are managed without generating a formal invoice.
Payments recorded without tax obligation: internal or simplified operations that don’t need to be reported to the tax authorities.
Direct payment to supplier: a payment is made for a service (for example, cleaning) without needing to issue an invoice.
Issued in the owner’s name: the manager acts on behalf of the owner and documents the payment made.
Who can use this feature?
Before you start using this feature, it’s important to know if your company meets the necessary technical and structural requirements. Here’s who this feature is intended for.
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Available for: new invoicing structure; integration with Veri*factu.
Not available for: companies with SAF-T (Portugal); NF525 certification (France); TicketBAI (Spain); Invopop users.
Where can you issue a payment receipt?
The system lets you generate the receipt from different key points depending on the type of operation. To make it easier to understand, here’s where and how you can do it.
Step by step
Go to the “Bookings” section, located in the VRMS side menu.
Click on “Bookings list” and select the booking you want to view.
A side panel will open with the booking details. To see the full record, click the “Full view” button
.
Click on “Actions” and then “Invoice”.
Choose between “Issue payment receipt” or “Issue payment receipt in the owner’s name”.
Check the details and click “Generate” to issue the receipt.
Issuing points
Booking form
Generating invoices from bookings
Invoicing for services or extras
Viewing points
Invoice list
Owner invoice list
Owner’s intranet (with permissions configured)
How do you set it up and issue it?
Initial setup
Setting up the series and templates correctly is an essential first step. While the process is simple, reviewing the steps can help you avoid mistakes and save time.
Go to
Configuration → Companyor Configuration → Owner, depending on who will issue the document.In the “Series and numbering” section, you can create:
- a new specific series for payment receipts.
- a separate series for refunds.Then, in the “Templates” section, find the default template, duplicate that template, and make any necessary customizations (for example, logo or footer).
Important considerations
To avoid misunderstandings, we’ve visually summarized the most important points about managing this document. Check this quick guide before issuing a receipt:
Key rules to keep in mind
It cannot be modified or deleted once issued. To cancel it, you must generate a refund.
It is not sent to the AEAT via Veri*factu, as it is not a tax document.
It does not include VAT. If you need to show taxes, you must issue an invoice.
It does not allow receipts to be generated, as both documents serve the same purpose.
It is not available for settlements or owner expenses.
The payment receipt is a practical tool designed for those who manage vacation rentals professionally and need to keep all financial flows under control. By allowing you to record payments without having to issue an invoice, it offers flexibility without sacrificing traceability.
We invite you to try out this new feature and integrate it into your accounting processes. In a sector where agility and trust are key, having tools that support your management makes all the difference.
Simple. Efficient. Secure. Everything designed so you can control your payments with just a click.
Frequently Asked Questions
What’s the difference between a payment receipt and a regular receipt?
What’s the difference between a payment receipt and a regular receipt?
Both documents confirm that a payment has been made, but the payment receipt is more versatile, as it doesn’t need to be linked to an invoice. Also, you can’t generate a regular receipt from a payment receipt, since they serve the same purpose.
Can I issue a payment receipt with VAT included?
Can I issue a payment receipt with VAT included?
No. The payment receipt should not show taxes. If you need to display VAT or other tax items, you must issue an invoice instead.
Can I use this feature if my company works with Invopop or TicketBAI?
Can I use this feature if my company works with Invopop or TicketBAI?
No. The payment receipt is not available for companies using Invopop or those subject to tax certifications such as TicketBAI, NF525, or SAF-T.
Where can I find already issued payment receipts?
Where can I find already issued payment receipts?
You can find them in the invoice list, in the owner invoice list, or in the owner’s intranet (as long as the permissions are enabled).