Checklist for Preparing an Invoice
☐ Make sure you have the invoicing fields predefined in your Invoicing Rules
☐ Check that all the information that will appear is correct in the Legal Entity Name
If you haven't set up your invoicing rules yet, here you can find more information.
If you want to change any information in your Legal Entity Name, remember you can do so from Configuration - Company - Company Name, you'll find it at the bottom of the page. Here you can find more information.
Where Can I Issue Booking Invoices From?
In our system, there are 2 sections where you can issue your invoices:
a) Directly on the Booking Page.
b) From the Account section - Accounting > Invoicing > Issue invoices from bookings.
a) From the Booking Page
Open the relevant booking. You can find a specific booking by going to the Bookings section and selecting Booking List. From there, you can open the booking page.
Click on
Actions → Invoicewhich you'll find in the top right corner of the page.Choose one of these options:
“Invoice this booking”: the invoice will be issued in your agency's name.
“Invoice as owner”: the invoice will be issued in the owner's name.
The system will automatically load the default invoicing rule (VAT, company name, series, etc.).
If needed, select another rule from the dropdown menu or edit the details manually before issuing.
b) Issue Invoices from the Accounting Section
To access this section, go to Accounting, select Invoicing, and then Issue invoices from bookings in the submenu.
From here, you can issue invoices for a wider list of bookings.
Select the booking you want.
Click on Actions and select Invoice.
Review the parameters and click “Create”.
From this section, in addition to issuing individual invoices, you can also generate multiple invoices or aggregate invoices by selecting several records at once. You can find detailed instructions for these options in the 'Bulk Invoicing Management: Multiple and Aggregate' section of this guide.
Make Sure Your Invoice Is Issued Correctly
Before the invoice is generated, the system displays the predefined fields you've set up in your invoicing rules.
Here you can check that all the information is correct, because once issued, the invoice cannot be modified (even if you later change any customer details). If you need to make changes, you'll need to issue a credit note and then issue a new invoice.
Keep in mind that the language in which the invoice is issued is the language set in your legal entity.
Recipient Field
Customer (Individual): Simplified invoices are issued; full address and identification number are not required.
Company or self-employed: Standard invoices require complete details (name, identification number, and address). If any information is missing, a warning will appear for you to correct it.
Correcting Invoices
If you need to change any information on an issued invoice, for example, company name, identification number, misspelled names, etc., you must issue a credit note:
First, issue a credit note with the original details.
If you do this from the booking page, you can find the invoice by clicking here:
Then update the customer information in their profile.
Finally, issue the new correct invoice.
Important tip
Credit notes will only be issued with the exact same details as the original invoice.
Best Practices
Set up your invoicing rules correctly from the start. This will help you avoid corrections later.
Always review the preview before confirming.
Use the aggregate invoice only when all bookings belong to the same customer.
Bulk Invoicing Management: Multiple and Aggregate
Multiple Invoicing vs. Aggregate Invoicing
Our system allows you to manage invoicing for several bookings at once, distinguishing between two modes depending on your accounting needs:
Issue multiple invoices: Several independent documents are generated, each with its own series and sequential number. This is the ideal option for processing bookings from different customers in one step.
Issue aggregate invoices: A single invoice is issued that groups several bookings. This option should only be used when all bookings belong to the same customer or owner.
Important note: You cannot use these functions if your agency has the SAF-T, Fatturazione Elettronica, or TicketBai export modules enabled.
How Batch Issuing Works - Multi-Invoice
Within the “Issue invoices from bookings” section, you can generate multiple individual invoices at once by following these steps:
Select more than one booking from the list.
Click on Actions → Create invoice(s).
The system will display a preview interface to set up the parameters before final issuance:
Operation date: Editable field to adjust the accounting record.
Invoice date: Fixed field based on the issue date (not editable).
Invoicing rules: By default, the system applies the multiple values option called "Each property’s rule will be applied", but you can change it if you wish.
Payment method: Allows you to select the payment method for the entire batch.
How Invoicing Rules Work
When issuing multiple invoices, you can decide how the invoicing rules are applied:
Option "Each property’s rule will be applied" (Multiple values): Each booking will use the invoicing rule set for its property, keeping the individual configuration even if the rules differ between the selected bookings.
Manual selection: You can choose a specific invoicing rule from the dropdown. If you do, this rule will apply to all selected bookings, ignoring the original rules for each property.
Review and adjustments: Before confirming, you can review the preview for each booking and manually adjust the amounts if needed. Remember, once issued, the invoice cannot be modified; if there’s an error, you’ll need to issue a credit note.
Default option for invoicing rule - multiple values
Manual selection option for invoicing rule and preview of each document
How Batch Issuing Works - Aggregate Invoice
Within the “Issue invoices from bookings” section, you can generate a single invoice that groups the amounts for several stays.
To do this:
Select several bookings belonging to the same recipient (customer or owner).
Click on Actions → Generate aggregate invoice.
The system will display a preview screen with:
The predefined fields set up in the invoicing rules
A breakdown of bookings within the Items section, where all included bookings will be listed along with their respective IDs.
Before issuing the invoice, review all the data and parameters shown in the preview.
