Group cost items with invoice rules

By default, cost items appear separately on invoices. Invoice rules are used to group several cost items together on invoices.

Relevant invoice template setting

Note that invoice templates also have a setting 'Merge invoice lines' that merges invoice items for rental revenue and commission into one item. So, depending on the invoice template used and which cost items you want to group, an invoice rule may not be needed.

Creating an invoice rule

Go to 'Invoice rules' in the Settings section of the Financial module. Click '+New' to start creating a new invoice rule.

  • Enter a name that will be shown on the invoice, and a description. Use the language buttons to also add this name and description in other languages, to ensure creating invoices for international guests goes smoothly.

  • Activate 'Show costs that are part of this invoice rule' to still list the names of the costs under the name of the invoice rule. The combined price will only be displayed with the invoice rule.

  • Activate 'Group costs that count as rent in this invoice rule' to automatically add all cost items that have the 'Count as rent' setting enabled to this invoice rule.
    Read more: Create cost items

'Count as rent' often includes discounts

Discounts, just like costs, have a 'count as rent' option. If you want discounts to be visible on the invoice on a separate line including the discount amount, first check if your discounts are set to 'count as rent'.

  • If not, you can simply use the 'Group costs that count as rent' option.

  • If so, you can apply the invoice rule manually to the relevant cost items instead.

Applying invoice rule to costs

  1. Go to your costs overview, and open the relevant cost(s).

  2. Edit the cost item settings.

  3. In the 'Financials' section, select 'Group under an invoice rule'.

  4. Select the invoice rule to be applied.

  5. If needed, you can apply a different invoice rule if this cost item is booked through a specific channel.

  6. Save the changes.

Ensure that all cost items to which the invoice rule is applied share the same VAT rate. Cost items with different VAT rates cannot be grouped under the same invoice rule.

Invoice rule shown as label in reservations

Cost items associated with an invoice rule are labeled with the name of that invoice rule. This is shown in reservation orders and in the cost specification of reservations that are being created through the back office. This way, you as an employee still always see which costs are part of an invoice rule.