> ## 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. # Invoicing guide: create, send, collect and correct an invoice > The full life of an invoice in Roomdoo: choose the customer and lines, validate it and, from the preview, send it, see its payments and correct it if needed. ## 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. [Invoicing and payments in Roomdoo](https://www.youtube.com/embed/O-KvLT-cHrc) * **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. ## 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](https://docs.roomdoo.com/en/invoicing/down-payment-invoice.md). 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. > [!NOTE] > > 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. > [!TIP] > > 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. ## 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. ## 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. ## Correct an invoice > [accordion] It's a proforma > > ⋮ menu → **Edit**, change what you need and save or validate. If you no longer need it, **Delete**. > [accordion] It's validated and the customer, lines or quantities change > > ⋮ 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**. > [accordion] It's validated and shouldn't have been issued > > ⋮ 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](https://docs.roomdoo.com/en/payments/refund.md)). > 2. On the credit note, go to **Payments** → **Add payments** and choose the refund. The credit note is settled. > [!TIP] > > 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](https://docs.roomdoo.com/en/invoicing/modify-invoice-details.md) first. ## 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](https://docs.roomdoo.com/en/invoicing/validate-invoice.md) 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. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.