Creating Invoices 

How do I link multiple reservations to one invoice? 

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

1. Make sure you have the two 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’.

What should I do if add-ons were added to the reservation after the invoice was generated?

 In this case, you have two options:

• Create a new invoice for the add-ons only, or

• Credit the original invoice and then generate a new one that includes the updated add-ons.

How do I create multiple invoices for one reservation? 

If you need separate invoices; for example, one for the room rate and another for all extras, you can create two invoices by selecting specific line items for each one. In the example below, only the minibar items have been selected, so they will appear on that invoice.

How do I change the name on the invoice? 

To change the name on an invoice that has already been created, you’ll first need to credit the existing invoice. Once that’s done, you can issue a new invoice with the correct details.

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

When you create the invoice, you can select the Invoicee. 

You can choose to make out the invoice to:

1. A new booker - use the + icon to add a booker that is not registered in your system yet.

2. From the dropdown you can select the current booker or guest of the reservation.

3. By using the search option, you can find a different existing booker in your system.

Make sure you fill out the guest details like address etc in the reservation or guest profile first.

How do I change the company details on the invoice? 

To change company details like company name, VAT, or the address, you have to go into the Booker Profile and change the details here. 

Why can’t I 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, please contact us.

Can I issue an invoice with a backdated date?

No, invoices generated in RoomRaccoon will always reflect the date on which they were actually issued. Due to legal and accounting regulations, it is not possible to manually set a different (earlier) invoice date.

Additionally, the invoice revenue will be allocated to the month in which the invoice was issued, not the reservation dates.

Example:  If a reservation had a check-in and check-out in March, but the invoice was created in April, the revenue will be recorded in April, not March.

Credit Invoices 

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.

Payments 

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. 

How do I issue an invoice when the guest pays via MBWAY, cash or outside of RaccoonPay?

You add the payment manually to the reservation and process the invoice. 

My invoice shows a negative value due (e.g. -€6). How do I correct this? 

A negative value appears when the total of linked payments is less than the invoice amount. This means there is still an outstanding balance that hasn’t been fully covered by payments.

To correct this, review the payments linked to the invoice and ensure the total matches the full invoice amount.

Sending Invoices

How do I send an invoice to the guest? 

To send an invoice, follow these steps in the reservation card: 

• 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. 

• If you would like to add additional information to the email, you can add it in the text box. 

Alternatively, you can view the invoice and print it out for the guest or use the Invoice List. 

How do I resend or regenerate an invoice when a guest did not receive it properly?

To resend an invoice, simply select the invoice in the documents section of the reservation, and press send invoice again. You can change the email address if needed. For a full overview of all invoices, go to the Invoice List in the Finance Module. 

Can I change the receiver email address of the invoice? 

Yes you can. Simply adjust the email address when sending the invoice. 

Can I add text to the email when sending an invoice? 

Yes you can. Click the email icon next to the invoice on the Reservation Detail Page. A rich-text editor modal appears, allowing you to:

1. Enter or edit the recipient’s email address

2. Add custom text (with formatting: bold, italics, lists, etc.)

3. Preview the email content before sending

4. The invoice PDF is automatically attached to the email.

5. A copy is sent to your hotel’s admin email, just like other document communications.

Invoice Overview 

Where do I find an overview of invoices created or credited in the reservation?

Under the Documents section in the reservation card, use this dropdown to see all invoices and credit notes created. 

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

You can either use the Invoice List or the Reservations List. 

1 Invoice List 

1. Go to Finance > Invoice List 

2. Select the date range, select the status (all invoices, paid, partially paid, unpaid) 

3. Download section (if you want to make a selection from the list) or download date range (for the full range). 

2 Reservations List 

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. 

Where do I find an overview of unpaid invoices? 

You can navigate to the Invoice List in the Finance Module, or use the Debtors List.