How do I link multiple reservations to an invoice? 

This can be done by linking the reservations. To do so, follow these simple steps: 

1. Make sure you have the both booker names and  reservation numbers at hand. Open the first reservation;

2. Click on the link icon and fill in the reservation number you would like to link. Make sure to click save. 

3. You will now see that the reservations are linked. You can manage payments and invoicing from within the main reservation. If however, you already have a payment or invoice registered, you cannot link it to the main reservation. 

Important to note: 

There may not be a payment or invoice in the reservation that you want to link, payments can only be placed in the main reservation.

How do I change the invoice number? 

Every invoice you create will receive a new invoice number. You cannot change the number manually.  If for some reason you would like to change the number series, you can do this in Settings > scroll down to the Invoice section. 

Important to note: 

We advise our users to only change the invoice number settings at the beginning of the fiscal year, to avoid problems with your bookkeeper or accounting. 

How do I combine the add-ons on my invoice? 

You can do so by going to Settings > scroll down to the Invoice section. Select the checkbox ‘combine same add-ons into one invoice line item’.

How do I delete an invoice? 

Invoices cannot be deleted. Once an invoice is created, it is set in stone. If you need to change, edit, or remove an invoice, you do this by crediting it. This is because of your financial reporting and accounting. 

For more on how to credit an invoice, please refer to this article. 

Why do I have to create a credit note?

Deleting an invoice will remove the invoice amount from your income report and will result in a transaction with no corresponding invoice. For good bookkeeping purposes, it is better to credit an invoice than to delete it in order to keep the whole record of the transaction. By crediting an invoice, you are archiving it for audit and fraud prevention purposes.

How do I change the name on the invoice? 

To change the name on the invoice, you need to credit the invoice first, and then create a new invoice with the corrected details. 

1. Credit the current invoice with the wrong name, using this help centre article.

2. Create a new invoice with the correct name following this HCA.

How do I make the invoice out to the guest instead of the booker?

Any changes you want to make on an invoice, you first need to credit the invoice and then create a new invoice. Follow this guide on how to create an invoice to either the Booker or the Guest.

How do I link an invoice to a payment if I already made the invoice?

You can link the payment to the invoice at any time by using the invoice icon next to the captured payment. 

How do I link multiple payments to an invoice? 

To link multiple payments to the same invoice please follow these steps; 

1. Make sure to create the invoice first. 

2. You can now use the invoice icon by the captured payments to link to the invoice. You can link as many payments as you like to one invoice. 

Why can I not create an invoice?

Please check the following:

•  Have you added a booker to the reservation? 

• Do all your add-ons have ledgers? 

• If you still cannot create an invoice, contact our helpdesk via ticket or phone.

How do I send an invoice to the guest? 

Sending the invoice is very straightforward after you have created the invoice. Please follow these simple steps in the reservation screen: 

• Once you have created the invoice, select it in the dropdown in the documents section of the reservation. 

• Use the envelope icon to send the invoice by email to the guest or booker. You can fill in the specific email address you would like to send it to. 

• Alternatively, you can view the invoice and print it out for the guest. 

How do I generate an overview of all invoices created over a period of time? 

To generate an overview of all invoices created for a period of time, please follow these simple steps: 

1. Go to Reservations > Reservations List 

2. Select the date parameters for which you’d like this overview. 

3. Scroll all the way to the bottom and download the invoicing list in selected format.

How to calculate VAT on RR invoices?

Our invoices show line items inclusive of VAT. You can use this online tool to calculate the VAT added to the gross amount: VAT Calculation Tool. 

To exclude VAT from the gross amount, use the following formula:

• Divide the gross amount by 1 + VAT percentage (e.g., for 15% VAT, divide by 1.15).

• Subtract the gross amount from the result.

• Multiply by -1 and round to the nearest value, including eurocents.

(Note: The last two steps are optional, as the VAT value will be visible before performing them.)

To add VAT to the net amount:

• Multiply the net amount by 1 + VAT percentage (e.g., for 15% VAT, multiply by 1.15) to get the gross amount.

• To calculate the VAT amount, simply multiply the net amount by the VAT percentage.