Send invoices to your guests – Help Center

This article shows you how to send an invoice email to your guest to request payment for a booking through Venue Manager. You can customize the guest invoice email template, including the appearance of the email and payment methods, as well as options to personalize each individual invoice when sending.

Pro feature and above

Quickly and securely take payment for group bookings through a variety of payment methods using invoices. To unlock this feature with a Pro plan, contact your account manager or the support team. Learn more

Send an invoice for a booking

A booking holder must be added in the Details tab before invoices can be created.

From the saved guest booking in Venue Manager:

Select New invoice at the top right of the guest's booking page, then adjust the invoice options:
- The applicable payment methods so that it appears on the invoice to the guest (eg cash, credit card, cheque). If nothing is checked, the guest cannot see the payment options.
  
  You can customize the payment methods available in the guest invoice email template in Venue Manager.
- The payment required. You can set it to the full amount or a deposit (a dollar amount).
- The payment due date.
Select Continue once you are happy with the selection.
From the Send invoice email, you can add to or remove the default details in all text fields.

- Email address: While the default email is the booking holder's email address, you can edit it and send it to someone else.
- Email subject: You can edit the default email subject text.
- Body: You can edit the email body text which provides more information including payment methods. Changing the text here will only change this email only. If you want to adjust the text and options for all invoice emails, you can do so in the guest email template for your venue.

Select Send Email to send the email and invoice to the customer.

For each booking, it's recommended that you only have one invoice per booking at any given time. If a new invoice needs to be generated, you must cancel the existing invoice before generating the new one.

Manage invoices from the booking's activity stream

You can manage an existing invoice in the individual booking's activity stream. You can:

Cancel an invoice attached to a booking
Mark an invoice as paid
Resend an invoice
View the invoice and email sent to a guest

You must always cancel an existing invoice before generating a new one for a booking and mark any non-credit card payments as paid. Credit card payments made from the link provided in the invoice email sent to guests are automatically marked as paid in the activity stream.

Use tentative bookings to tentatively hold bookings for a fixed timeframe. If guests don't pay by the deadline, the booking will automatically be canceled to free up capacity, automating your processes, saving time and increasing revenue. Learn more

Invoice activity

Any invoices that have been sent out and any booking related activities carried out such as payments can be seen in the Activity stream on the right.

Hover over the Sent invoice item in the stream, then select the options menu (3 dots) for the actions you can take to help you manage sent invoices.

If a guest pays for the invoice using the credit card link included in the invoice, the payment balance and status is automatically updated. Payments made by any other alternative methods made available (ie cash, cheque and bank transfer) must be updated by staff as they are paid for accurate invoice reporting.

Cancel invoices

From the options menu (3 dots) for the sent invoice in the booking activity stream, select Cancel invoice to cancel an invoice attached to the booking.

It's recommended to cancel an outstanding invoice before generating a new invoice.

Mark an invoice as paid

From the options menu (3 dots) for the sent invoice in the booking activity stream, select Mark as paid to mark the time and date as well as the payment method used to pay for the invoice for non-credit card payments.

Resend invoices

From the options menu (3 dots) for the sent invoice in the booking activity stream, select Resend to automatically resend the invoice to the guest at the initial email address entered.

View the invoice email

From the options menu (3 dots) for the sent invoice in the booking activity stream, select View Email to see what was originally sent to the guest.