Creating and Sending Invoices

Creating and Sending Invoices


Creating and Sending Invoices


Overview

This module covers how to preview, create, send, and manage invoices for customers who pay post-trip rather than in advance. It also includes instructions for ensuring accuracy and visibility across your finance workflow.

1. When to Use Invoicing


Use invoicing when:

  • The customer has Net Terms (e.g., Net 30, Net 15)

  • Payment is due after the trip takes place

  • You want to generate a formal billing document


Example: A university athletics department that settles bills post-departure

2. Starting from the Booking

  1. Open the booking that needs to be invoiced.

  2. Review the total amount outstanding (e.g., $4,200).

  3. If the customer was pre-paying, you would click Record Payment—but here, you’ll generate an invoice.

3. Previewing the Invoice


To preview before generating:

  1. Click Create Preview Invoice.

  2. A PDF file will download with a “Preview” watermark.

  3. Review:

    • Payment terms (e.g., Net 30)

    • Invoice due date (based on invoice generation date)

    • Trip details and total cost


Confirm all details are accurate before sending the real invoice.

4. Generating the Invoice


Steps:

  1. Click Create Invoice.

  2. Confirm the action when prompted.

  3. The system generates the official PDF invoice.


You can now:

  • View the invoice

  • Send it via email

  • Print or void it if needed

5. Sending the Invoice to the Customer


From the Invoice Detail Page:

  1. Click Send Invoice.

  2. The system auto-fills:

    • The billing contact’s email address

    • Your email template content

  3. Optional: Attachments

    • Invoice PDF

    • Booking PDF

    • Company statement

  4. Click Send Email.


The recipient receives a link to view and pay the invoice online.

6. Invoice Visibility for Customers

  • The invoice is automatically made available on the Customer Portal.

  • Customers can:

    • View details

    • Print the invoice

    • Make payments online

7. Additional Invoice Actions


From the Invoice Detail page, you can also:

  • Pay Invoice (for phone payments)

  • Void Invoice (if incorrect)

  • Print Invoice (for mail or records)

Best Practices

  • Always preview invoices to confirm details match the booking

  • Use consistent naming and templates for professionalism

  • Train your team on when to invoice vs. collect prepayment



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