> ## Documentation Index
> Fetch the complete documentation index at: https://docs.roomdoo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Automatic reservation invoicing

> How automatic invoice issuing works for reservations in Roomdoo, and what to do when an invoice isn't generated as expected.

## 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.

<Note>
  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.
</Note>

## 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.

<Warning>
  **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](#when-to-contact-support).
</Warning>

## How to know if a reservation has been auto-invoiced

<Steps>
  <Step title="Open the reservation's folio">
    In the reservation or folio list, open the detail of the reservation in question.
  </Step>

  <Step title="Look at the linked invoices section">
    The folio detail shows the linked invoices (numbers, dates, status).
  </Step>

  <Step title="If auto-generated, you'll see the invoice already issued">
    If auto-invoicing ran successfully, the invoice appears just like any manually issued one.
  </Step>
</Steps>

## Common support cases

<AccordionGroup>
  <Accordion title="I was expecting an automatic invoice and it hasn't been generated">
    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](#when-to-contact-support).
  </Accordion>

  <Accordion title="The auto-invoice was issued, but the amount isn't what I expected">
    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](#when-to-contact-support).
  </Accordion>

  <Accordion title="The auto-invoice was issued to the wrong party (guest instead of agency)">
    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.
  </Accordion>

  <Accordion title="Several reservations were auto-invoiced separately when I expected them grouped">
    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](#when-to-contact-support).
  </Accordion>
</AccordionGroup>

## 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.

<Warning>
  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.
</Warning>