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What automatic invoicing is

Automatic invoicing issues invoices for reservations without you having to create them by hand. The system creates the invoice when the conditions you’ve configured for your property are met (for example, on check-out, or when a payment is received — depending on how you’ve set it up). It’s a background process: the invoice doesn’t appear instantly — it usually takes a few seconds to a few minutes.
Automatic invoicing is set up once during your property’s onboarding, based on the tax and operational criteria you need. Once configured, it just runs.

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Configuration levels

Automatic invoicing can be tuned at four levels, from most general to most specific:
  1. Company — the default behaviour for the whole group
  2. Property (hotel/apartment) — overrides the company default when needed
  3. Invoice type — adjustments for specific invoice kinds
  4. Customer — exceptions for specific customers
The more specific rule wins over the more general one.
This configuration isn’t managed from the Roomdoo app. It needs tax-and-tech judgement and we handle it from our side. If you need to change how your reservations are auto-invoiced — contact support.

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How to know if a reservation has been auto-invoiced

1

Open the reservation's folio

In the reservation or folio list, open the detail of the reservation in question.
2

Look at the linked invoices section

The folio detail shows the linked invoices (numbers, dates, status).
3

If auto-generated, you'll see the invoice already issued

If auto-invoicing ran successfully, the invoice appears just like any manually issued one.

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Common support cases

Possible causes:
  • The trigger hasn’t happened yet. Check whether the configured rule is by check-out, by payment, by end-of-stay date, and so on. The invoice will appear when the trigger fires.
  • The customer has an exception configured. Some customers (typically agencies or companies) have different billing agreements (for example, monthly grouped invoicing).
  • The background process is still running. It runs in the background, so give it a few minutes.
  • There was an error. In that case it’s logged and we’ll review it — contact support.
Auto-invoicing takes the folio total applying the configured rules (extras, discounts, commissions). If the amount doesn’t match what you expected:
  1. Review the folio lines to see which items are included
  2. If an extra is applied incorrectly, adjust the folio and redo the invoice (a corrective invoice if the original was already validated)
  3. If the gap is systematic and every invoice is wrong, something is misconfigured — contact support.
This happens when the billable customer on the folio isn’t set correctly. Auto-invoicing issues to whoever is marked as billable customer. If an agency booked but the guest is someone else, make sure the agency is the billable customer.Before issuing a corrective invoice, fix the billable customer on the folio. If this keeps happening with other reservations, review how reservations are being recorded at source.
When there’s no grouping rule, auto-invoicing issues one invoice per reservation. To group invoices (typical with agencies and companies), you need invoicing grouped by customer or by period configured on the customer record.We set this up from our side — contact support.

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When to contact support

Contact Roomdoo support if:
  • Your reservations aren’t being auto-invoiced and you think they should be.
  • You want to change the trigger (for example, switch from “on check-out” to “on payment received”).
  • You need to configure grouped invoicing for a specific customer.
  • There’s a systematic error affecting many reservations.
  • You’re in onboarding and auto-invoicing isn’t activated yet.
Don’t try to disable auto-invoicing or add new rules on your own. An uncoordinated change can cause invoices to stop being issued, or to be issued wrong, for the whole property.