Send and manage guest invoices

Guest Invoices allow you to easily create and share invoices with guests for both direct and manual reservations. This can also serve as a solution if you need to provide a receipt for a customer, for example.

⚠︎ Important: Invoices are available only for reservations starting from January 1, 2024.

Read about:

• Generate an invoice
• Send an invoice
• Edit an invoice
• Manage invoice settings

Generate an invoice

You can generate an invoice for your direct, manual, and OTA reservations with the quote details.

• If no VAT is applied to any line item, the VAT column will not appear on the invoice.
• If a reservation is received from an OTA and VAT is set up in Lodgify, the VAT will be automatically applied to the relevant line items. It will appear in both the VAT column and the summary section, even if the OTA doesn't provide a detailed VAT breakdown.
• If a reservation is from an OTA and local or state taxes are provided as separate line items, these taxes will be displayed individually in the invoice, with the total amount shown in the summary section.

To generate an invoice, follow these steps:

1. Go to your left-hand menu and select Reservations.
2. Scroll down to the Invoicing section. From here, click Generate invoice:
   💡 Notes:
   • The details of the invoice will be based on the reservation at the moment of generation. If you add new elements to the quote later (for example, an additional fee), you can click the three dots and Regenerate to update it with the new elements.
   • Invoices can be generated at midnight, one day after checkout, and for all Booked reservations if you are using the manual invoice generation.
   • The invoice PDF will be generated and sent in the language set in your Lodgify account profile.
   • Invoices are generated in the same currency as the quote.
   • It is not possible to delete or void invoices.
3. Once generated, you will see the invoice number and its date of generation.
   You can click the three dots to either Download as pdf, Send, Regenerate or Edit the invoice.

If the reservation is cancelled, an invoice will be generated with the amount of the cancellation fee. This does not apply to reservations originating from OTAs.
If an invoice has already been generated using the full reservation amount, it will not be updated automatically. You will need to manually re-generate the invoice to reflect the cancellation fee. Please note that the invoice number will remain the same if the invoice is re-generated after the reservation is cancelled.

Send an invoice

Send an invoice by email

To send the invoice to your guests by email, follow these steps:

1. Go to your reservation and navigate to the Invoicing section. Click the three dots and select Send to guest.
   
2. The invoice will automatically be sent to the email address entered in the reservation.
   💡 Note: You can view the details of the message sent by going to your Inbox.

Change the message content

The guest will receive an email with the invoice attached as a PDF.
If you want to change the message in the email sent to the guest, follow these steps:

1. Go to your left-hand menu and select Settings.
2. In the sidebar menu, click on Automatic responses.
3. Under Payments, click the pencil icon next to Notify Guest when the owner sends an invoice.
4. From here, you can modify the email message. Remember to translate the content if necessary, and click Save.
   The next invoice email will include this updated content.
   

Edit an invoice

You can edit an invoice to update your company information, the guest information displayed on that specific invoice, and add notes.

To do this, follow these steps:

1. Go to your reservation and navigate to the Invoicing section. Click the three dots and select Edit.
   
2. A slide window will open, allowing you to edit the company and guest information that will appear on the invoice.
   💡 Note: Be sure to fill in the mandatory fields marked with a red *.
3. After making your changes, click Save. The updated information will be saved in the system, and you can click the three dots to Download the invoice if needed.

Manage invoice settings

In your invoice settings, you can customize your invoice template, update your company information, guest details, notes, invoice numbering, and auto-generation settings.

To access your invoice settings, follow these steps:

1. Go to your left-hand menu and select Settings.
2. Scroll down the left-side menu and click on Invoice settings.

Here are the settings you can change:

• Manual or Automatic Invoice Generation
  Click the toggle to change between manual and automatic invoice generation.
  • With manual selection, you will generate invoices one by one by clicking the Generate button for each reservation.
  • With automatic selection, invoices are generated automatically and stored in the reservation details page. If you choose automatic selection, you will be prompted to select the auto-sequencing option for invoice numbering to ensure that all invoices are assigned a number.
    You can choose if you want Invoices to be generated:
    • After checkout date: at midnight the day after checkout,
    • After reservation is confirmed: as soon as a reservation reaches the Booked status.
• Invoice numbering
  • Auto-sequenced: You can define a custom prefix and initial number to automatically assign sequential invoice numbers.
    For example, if you set AB-1000 as the initial number, invoices will be generated as AB-1000, AB-1001, AB-1002, and so on.
  • Manual: This option uses Lodgify's default numbering format, starting at 1 without a prefix. You can manually update the numbering format by editing the invoice on the Reservation Details page.
• Company information
  You can update company information and upload a logo to be displayed on the invoice PDF.
• Guest information
  You can select the guest information that will be displayed by default on invoices.