Administration settings: Invoices
Within the Invoice tab in the Administration settings, you can enter payment information, determine invoicing settings, set invoice templates, and more.
Invoice details
In the section for the invoice details you are able to change the IBAN. SWIFT/BIC code, Tax identification number, VAT identification number or CoC number. These details are setup during on-boarding, but can be adjusted by your administration when changes have to be made.
Use the checkbox 'Invoice contact information differs from administration contact information' to enter specific invoice contact details that are different from the administration contact details.
Invoice templates
You can create different invoice templates, for different purposes. Here, you indicate which template is to be used for which invoice type.
Read more: Invoice templates
Invoice presentation settings
The invoice presentation settings allow you to specify your prefix for the invoice identification number. You can enter additional payment information in multiple languages, to appear on your invoices. This can be useful for instructions on manual bank transfer, if needed.
The checkboxes at the bottom of this section allow you to display the price per person per night on the invoices. You can also choose to hide the VAT amounts on invoices to individuals.
Invoice moment
It is important for your accounting and invoicing practices to determine when invoices need to be finalized and dated. This is possible upon confirmation of the booking, upon check-in, or upon check-out. When making this decision, think about when you need to book any VAT, and whether or not your guests often add to their invoice after confirmation of booking.
Read more: When to invoice guests: invoice moment
In any case, in the confirmation email the guest will be asked to pay according to the set payment schedule. Only when invoicing upon confirmation, will the guest also receive a full invoice. When invoicing upon check-in or check-out, the payment will be registered on the reservation before the actual creation of the invoice.
Rent settlement invoices
You use rent settlement invoices to pay out rental income to your owners. This is usually done monthly. By checking the box 'Automatically anti-date rent settlements to the last day of the settled period', you ensure that the invoice date matches the rental income period that you are paying out. If this box is not selected, rent settlement invoices are dated according to payout date, which is usually after the settled period has ended.
This is the difference between the following two situations:
1. An owner payout for August rental income is dated on the 24th of September, when the actual payout takes place.
2. An owner payout for August rental income is dated on the last day of August, despite the actual payout happening on the 24th of September.