Invoice a booking

Goal

Create the invoice for a booking straight from the booking, so the lines and the total follow the booking price. The result is a draft you can check before it is issued.

Prerequisites

• Your role can create invoices. Owners, admins, managers and ops managers can by default.
• The booking has its final price. Extra charges you added to the booking are picked up as separate lines.
• The booking has a billing party. If the client changes later, generate again and the draft is refreshed.

Steps

1. Open Bookings and open the booking.
2. Open the Commercial tab.
3. Scroll to Invoices & payments and select Generate Invoice.
4. In the Invoice Generated message, select Open draft. The invoice opens in Accounting.
5. Check the client, the due date and the lines. A booking with several jobs gets one line per job when the job prices add up to the booking total. Otherwise it gets a single transport line.
6. Select Edit if a client detail, note or line needs changing on the draft.
7. When it is right, select Send invoice to issue and email it, or use the issue step described in the article on issuing and sending.

Expected result

A draft invoice linked to the booking exists, and its total equals the booking price including any extra charges. It appears under the Draft filter in Accounting > Invoices. Nothing has been emailed. On a confirmed booking the Not invoiced figure at the top of the Invoices page goes down by one.

You can also start from the booking header. Select More booking actions then Generate Invoice. On a completed booking with no invoice, the main button reads Generate Final Invoice and does the same thing.

Troubleshooting

• If you select Generate Invoice and the booking already has an invoice, no second invoice is made. The existing draft is refreshed with the current client details, and an issued invoice is left alone.
• If the booking shows View Invoice instead of a generate button, an invoice already exists. Open it from there.
• If a message says the jobs are billed on another booking, open the booking it names and invoice that one. Its jobs were moved there by a split or merge.
• If the invoice was voided, generate again on the booking. A voided invoice does not block a replacement, and the replacement gets a new number when issued.
• If money was already paid on the booking, such as a deposit or card payment, it is moved onto the invoice when you issue it. Do not record it again.
• If you cannot see Generate Invoice, your role cannot create invoices.