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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 date set by your property’s policy arrives:
  • Manual: no automatic invoicing; invoices are issued by hand (the usual case).
  • On check-out: on the check-out day or, if configured, a few days later.
  • Specific day of the month: on a fixed day of the month, after check-out.
It’s a background process that runs once a day, overnight: the invoice doesn’t appear at check-out time, but after that run. The invoice is issued already validated, with a final number. In addition, depending on your company’s setup, Roomdoo can automatically issue advance invoices for payments received before the stay.
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 is set at these levels:
  1. Property (hotel/apartment) — the default policy (manual, on check-out or day of the month) and the margin days
  2. Customer — a specific customer can follow the property’s policy or have its own
  3. Company — only to decide whether advance invoices are issued automatically
The customer’s policy, if it has one, wins over the property’s.
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

From the planning or the Reservations list, open the reservation in question.
2

Look at the Invoice tab

The Invoice tab shows the linked invoices (numbers, dates, status). You can also look it up in Billing.
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 date hasn’t arrived yet. Check which policy your property (or that customer) has and the margin days. The invoice will appear after that day’s overnight run.
  • The customer has its own policy. Some customers (typically agencies or companies) have a different policy, for example invoicing by hand or on a specific day of the month.
  • The reservation isn’t confirmed. If it’s still a quote, there’s nothing to invoice; contact support if the guests are already staying.
  • The customer’s fiscal data is missing. Without complete fiscal data, automatic invoicing issues a simplified invoice; if the amount exceeds the simplified-invoice maximum and no customer on the reservation has complete data, it isn’t issued. Complete the data and issue the invoice by hand from the Invoice tab.
  • There’s an amount pending and every room is cancelled. In that case the reservation isn’t auto-invoiced.
  • There was an error. Automatic invoicing only tries on the scheduled day; if the invoice wasn’t issued, issue it by hand or contact support.
Auto-invoicing includes the reservation’s lines pending to be invoiced whose invoicing date has arrived. If the amount doesn’t match what you expected:
  1. Review the reservation’s lines to see which items are included
  2. If an extra is applied incorrectly, adjust the reservation and correct the invoice: since auto-invoicing issues it already validated, a corrective is needed (see Correct an invoice)
  3. If the gap is systematic and every invoice is wrong, something is misconfigured — contact support.
Auto-invoicing issues the invoice to the reservation’s customer (Client details, in the General tab). Whether an agency’s reservations are invoiced to the agency itself depends on how that agency is set up; support changes that setting, and it doesn’t apply by itself to reservations already created.To correct the invoice already issued, a corrective is needed (see Correct an invoice). If this keeps happening with other reservations, contact support to review the agency’s setup.
Auto-invoicing always issues one invoice per reservation: it doesn’t group several reservations into one invoice, not even with the day-of-the-month policy. If you need a combined invoice for a company or agency, see Combined invoice or 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 policy (for example, switch from manual to “on check-out”, or change the margin days).
  • You need a different policy 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.