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An advance invoice is the invoice for a payment you receive before the stay. Use it when the customer needs the invoice right away: a company or agency that pays in advance, or a group that leaves a deposit. When the stay ends, you invoice as usual and Roomdoo deducts the advance. If the customer leaves early or adds extras, there’s nothing to correct.
If the customer doesn’t need the invoice until the end, you don’t need an advance invoice: record the payment and invoice at check-out.

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Issue the advance invoice

1

Record the payment

In the reservation → Payments tab → Register payment. See How to record a payment in Roomdoo.
2

Click Create advance invoice

Under Registered payments, open the payment’s ⋮ menu and click Create advance invoice.
Payment menu on the Payments tab with Edit charge, Download receipt, Cancel charge, Register refund and Create advance invoice
The option only appears if the stay hasn’t ended, the reservation has something pending to invoice and that payment doesn’t already have an advance invoice.
3

Choose who it goes to

Roomdoo suggests whoever made the payment. To change it, click the trash icon and search for the customer by their ID or tax ID (they don’t show up by name). If they don’t exist, create them with Add new.
Create advance invoice window with the company Viajes Atlántico S.L. selected and the Create invoice button
4

Create the invoice

Click Create invoice. The advance invoice is issued for the payment amount and is marked paid by it. The payment moves to that customer’s name and an Invoice button appears next to it.
Payments tab with the 200 euro payment in the name of Viajes Atlántico S.L. and the Invoice button
The advance invoice is issued immediately, without going through a proforma: it has a final number and, if your property has VERI*FACTU active, it’s sent to the AEAT. Check the customer before clicking Create invoice.
If the amount is above your property’s maximum for simplified invoices, the customer needs complete tax details (tax ID and address). If they’re missing, Roomdoo won’t create the advance invoice: fill them in on the customer’s record and try again.

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Deduct it on the final invoice

1

Create the invoice for the stay

In the reservation → Invoice tab → Create Invoice. See Invoicing guide.
2

Use the same customer as the advance invoice

The window suggests the reservation’s customer. If the advance invoice went to another person or company, click Replace customer and choose that same customer.
3

Check the advance payments

Advance payments lists each of the reservation’s advance invoices with its number and customer. Those for the invoice’s customer show as negative and are deducted from the Total to invoice.
New invoice window with a total of 360 euros, advance invoice F/2026/00004 for Viajes Atlántico S.L. at minus 200 euros and a Total to invoice of 160 euros
4

Validate

Click Validate invoice. The invoice covers the whole stay, with a negative line for the advance, and only the difference is left pending payment.
If an advance invoice shows as positive, it belongs to another customer and won’t be deducted. Change the invoice’s customer with Replace customer before validating.
Don’t want to apply an advance invoice on this invoice, for example because you’re invoicing the stay in two parts? Untick it: it stays for the next one. If you add another reservation with Add reservation, its advance invoices show up too.

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If the reservation is cancelled or the advance has to be refunded

Cancelling the reservation doesn’t cancel the advance invoice: the invoice stays issued and the payment stays recorded. To refund the money:
1

Cancel the advance invoice

In Billing, the advance invoice’s ⋮ menu → View invoice. In the preview, ⋮ menu → Cancel invoice. Roomdoo issues a credit note for its amount.
2

Register the refund

In the reservation → Payments tab, the payment’s ⋮ menu → Register refund. See Register a refund.
3

Link it to the credit note

Open the credit note (Billing → ⋮ menu → View invoice) and, under Payments, click Add payments, choose the refund and click Add. The credit note is settled.
If the customer keeps the money for another stay, don’t cancel anything and contact support.

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When to contact support

  • The advance invoice was issued to the wrong customer or for the wrong amount.
  • The stay ends up costing less than what was paid in advance.
  • Only part of the advance has to be refunded.
  • A final invoice that already deducts an advance invoice needs correcting.
  • The advance money has to move to another reservation.