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How it works

From the reservation you prepare the invoice in a single window: who it goes to, what it includes and whether you validate it or keep it as a proforma. When you finish, the preview opens. From there you print it, send it, see its payments and, if needed, correct it.
  • Proforma: a draft. You can change it or delete it with no accounting effect.
  • Validated invoice: it has a final number and, if your property has VERI*FACTU active, it’s sent to the AEAT. It can no longer be changed in place: it’s corrected with a credit note, which Roomdoo creates for you.

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Create an invoice

1

Open the window

In the reservation → Invoice tab → Create Invoice. You can also do it from Reservations: the reservation’s ⋮ menu → Create invoice.
2

Choose the type

Customer (in the name of a person or company) or Simplified (without customer details). Simplified is only available up to your property’s maximum amount.
3

Check the customer

Roomdoo suggests the reservation’s customer.
  • Does it go to another person, company or agency? Click Replace customer and type at least 3 letters. The Folio contacts (the customer and the guests) come first, then the rest of your Contacts. If they don’t exist, click Create new customer.
  • Are they missing something, like the tax ID? Roomdoo warns you and, with Edit …‘s details, you fill it in without leaving the window.
4

Tick what gets invoiced

Items to invoice lists every pending line, already ticked. Untick the ones that don’t go on this invoice: they stay pending for another one.
  • To invoice only part of a line, lower the quantity. Roomdoo tells you («You will invoice 2 of 6 nights») and the rest stays pending.
  • You can change the text and the total of each line.
  • With Add reservation you add another reservation that’s pending to invoice to the same invoice. Search for it by locator or by guest.
5

Advance payments and comments

If the reservation has advance invoices, they appear under Advance payments with their customer. Those for the same customer as the invoice show as negative and are deducted from the Total to invoice; if they show as positive, they belong to another customer and aren’t deducted. See Advance invoices.In Comments, write anything you want printed on the invoice.
6

Validate or save the proforma

  • Validate invoice: Roomdoo asks you to confirm, because the invoice is issued with tax value.
  • Save proforma: keeps it as a draft to review or validate later.
Either way, the preview opens.
If you leave the Issue date empty, Roomdoo sets today’s date when you validate. In the Invoice tab, a proforma’s Validate button only appears if it has an issue date and that date has arrived; otherwise, validate it from its preview.
Does part of the reservation go to an agency or company? The Invoice tab shows it as «To invoice…». When you click Create Invoice, all lines appear with the reservation’s customer: click Replace customer, choose the agency and leave only its lines ticked.

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The preview

You see the invoice exactly as the customer will receive it and, next to it, its total, status, number, contact and dates.
  • Print and Download.
  • Validate, if it’s a proforma.
  • Send: opens the email with the customer’s address already filled in. You can add recipients and edit the message. Check the Language: by default it’s yours, not the customer’s; when you change it, the subject and the text are regenerated.
  • Payments: what’s been paid and what’s pending (see below).
  • ⋮ menu: Edit, and Delete (proforma) or Cancel invoice (validated invoice).
To open it again: Invoice tab → the invoice’s ⋮ menu → View invoice, or from the Billing list, with the same menu.

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Payments on an invoice

On a validated invoice, the Payments section shows the linked payments and what’s Pending payment. When nothing is left, it shows Paid.
  • Add payments: links payments from the reservation that aren’t on any invoice yet. Roomdoo flags them with «There are payments pending to link».
  • New payment: records a new payment, with the pending amount already filled in, and links it to this invoice.
  • Unlink payment: the payment isn’t deleted; it’s freed up for another invoice.

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Correct an invoice

⋮ menu → Edit, change what you need and save or validate. If you no longer need it, Delete.
⋮ menu → Edit, make your changes and click Save changes. Once you confirm, Roomdoo:
  • issues a credit note that cancels the invoice;
  • creates a new proforma with the changes, which you review and validate;
  • leaves the payments free so you can link them to the new one from Payments → Add payments.
⋮ menu → Cancel invoice, with a reason if you like. Roomdoo issues a credit note for the full amount. The payments stay on the original invoice. If the money has to be refunded:
  1. Register the refund from the payment (Register a refund).
  2. On the credit note, go to Payments → Add payments and choose the refund. The credit note is settled.
Is it only the tax ID, company name or address of the same customer that changes? Check Modify name, tax ID, or address on an issued invoice first.

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When to contact support

  • The validated invoice has the wrong tax details for the same customer.
  • When validating, you get a warning that The system won’t let me validate the invoice doesn’t explain.
  • You need to correct a combined invoice that has already been issued, or an invoice that deducts an advance invoice.
  • A credit note leaves money to refund and you’re not sure how to do it.