The Basics of Invoicing

Invoicing is one of the most used features of RoomRaccoon which gives guests a full account of their cost to the property. The article below gives insights into the basics of invoicing.

The Proforma Invoice

The proforma invoice is automatically generated for every reservation that enters RoomRaccoon. The pro forma invoice is an example of what the invoice will look like at the end of the guests stay.

In case of payment after the stay, the reservation can be checked out and the pro forma invoice becomes the final invoice. If the stay is in the future but the customer already wants an invoice with an invoice number or if you want to invoice a prepayment as a hotelier, you can already submit part (or all) of the invoice. You can read more about this in prepayments.

When the reservation is checked out, the pro forma will be converted into an invoice. Please note that it is no longer possible to change this invoice. If you want to make changes to this you would need to create a credit note, click here for more on how to create a credit note.

Tax invoice

When checking out a reservation, a check-out invoice is made. On this invoice the invoice number will be followed by 'Check-out Invoice' in case parts of the invoice have been invoiced. The invoice will always be made on the name of the main booker:

It is possible to opt for an invoice in which the length of stay is invoiced per night or in which the total amount of accommodation can be read in one line. To configure this, send us a ticket with your preference however please note once this has been configured it will be final. See below for more.

Payments

In the lower right corner of the reservation it is stated that a payment can be entered. Here you can note what guests have paid with (credit card, cash, debit card, EFT etc.) and the amount on each payment option. If this is not filled in, this reservation will be considered as not paid for in your administration.

You add the payment by doing the following:

1. Select the payment method

2. Add the initials of the person who is adding the payment. If you are using the multi-login function which allows you to make different logins for your employees this will be filled in automatically.

3. Fill in the amount that has been paid

Good to know

• For more on prepayments, click here.

• Always ensure that payments are linked to an invoice, for more on this click here.

• Always click Save after adding a payment.

• On reservations, one that has an orange corner means it has not been paid.