Invoices

When should I use an invoice instead of a payment link or checkout link?

Use an invoice when you need a formal billing document — one that itemises services, sets payment terms, supports instalments, records traveller details, and produces a customer PDF. Invoices are right once a booking is confirmed and you need a complete, auditable billing trail.

Can I create an invoice directly from a quote?

Yes. Once a quote is agreed, convert it into an invoice automatically. All product details, pricing, and customer information carry over — no manual re-entry.

Can I save an invoice as a draft before sending it?

Yes. Invoices can be saved as a draft at any stage. Draft invoices are excluded from your active billing pipeline and don't trigger any payment collection until published.

Can I set up instalment payments?

Yes. Set the payment type to Pay in Instalments, then build a plan with multiple instalments — each with a name, due date, and either a fixed amount or a percentage of the total. Each instalment tracks its own status: scheduled, active, paid, or overdue.

How do I record a payment made outside the platform (e.g. bank transfer)?

Open the invoice, go to the payments section, and add a manual payment. Enter the date, amount, and method, and optionally attach proof such as a bank receipt or screenshot. It's recorded as pending until you or an authorised team member confirms it.

What's the difference between adding a payment and confirming a payment?

Adding a payment records that money has been received. Confirming it marks the payment as verified and counts it toward the balance. Only confirmed payments reduce the outstanding balance, ensuring each payment is reviewed before the invoice updates.

Can a customer submit their own payment through the invoice?

Yes. Share the invoice link directly; the customer can open it without logging in and pay using any method you've enabled. Their payment appears as pending, ready for you to confirm.

Can multiple people pay toward the same invoice?

Yes. Invoices support multiple payers — useful for group bookings where each traveller contributes their share. Each payment is recorded separately and attributed to the payer.

How do I add travellers to an invoice?

From the invoice record, add travellers individually. Each entry captures name, email, and phone. You can mark a traveller as a contributor and set the amount they're expected to pay, which helps manage group contributions.

Can I assign an agent to an invoice?

Yes. One or more agents can be assigned. Assigned agents gain visibility into the invoice and are associated with it for reporting.

How does the invoice status update?

Automatically, based on payment activity. When confirmed payments equal or exceed the total, the status moves to Paid with no manual action. If the due date passes with a balance outstanding, it moves to Overdue.

Can I generate a PDF to share with my customer?

Yes. An invoice PDF is available any time from the record, and the customer needs no login to open it. A separate receipt PDF is available once payments are confirmed.

Can I edit an invoice after it's been sent?

Yes. Users with the right permission can edit a shared invoice — correct a line item, update pricing, or change the due date — from the invoice record.

What does marking an invoice as a credit mean?

It indicates the business owes the customer a credit rather than collecting payment — typically when a booking is cancelled or amended. Your team can apply that credit to a future invoice or process a refund.

Can I set a custom due date?

Yes. The due date is set when creating or editing the invoice. To extend or bring it forward, update it before it falls overdue. Note: changing the due date on an Overdue invoice won't auto-revert its status — you'll need to confirm outstanding payments to update the balance.

Can I cancel an invoice after it's been issued?

Yes, from the invoice record. Once cancelled, it leaves your active billing pipeline. If payments were recorded against it, handle these first — refunded or applied to a new invoice — before cancelling.

What happens if a customer overpays?

If confirmed payments exceed the amount, the invoice shows as Paid. Track the overpaid amount manually and either refund it or apply it as a credit toward the next booking. Contact your account manager for guidance on overpayments.

Can I send an invoice to more than one email address?

The invoice PDF link is shareable and needs no login, so you can send it to multiple recipients manually. To formally address it to more than one party, add them as travellers or contributors on the record.