Invoices

Create, manage, and send professional invoices linked to bookings, with integrated tax calculation and PDF generation.

Overview

The invoicing module handles the full lifecycle of billing — from creating itemized invoices linked to bookings, through tax calculation and PDF generation, to sending invoices via Gmail and recording payments.

Invoice Creation

Creating an Invoice from a Booking

The most common workflow is to generate an invoice directly from a booking:

1. Open a booking and click Create Invoice
2. Room charges and dates are pre-populated from the booking
3. Add additional line items (services, minibar, etc.) as needed
4. Review tax calculations
5. Save as Draft or Finalize immediately

Creating a Standalone Invoice

You can also create invoices independent of bookings:

1. Navigate to Invoices → New Invoice
2. Select or create a guest
3. Add line items manually
4. Configure taxes and totals
5. Save the invoice

Invoice Fields

Field	Description
Invoice Number	Auto-generated based on your series configuration
Invoice Date	Date of invoice creation (defaults to today)
Due Date	Payment due date
Guest	Linked guest profile
Booking	Optionally linked booking
Notes	Internal or customer-facing notes
Terms	Payment terms displayed on the invoice

Invoice Structure

Line Items

Each invoice contains one or more line items:

Property	Description
Description	Item name or description (e.g., "Deluxe Room — 3 nights")
HSN/SAC Code	Harmonized System code for GST classification
Quantity	Number of units
Rate	Price per unit
Discount	Discount amount or percentage per line item
Tax	Applicable tax rate(s) from your tax configuration
Amount	Calculated total for this line item

Taxes

Taxes are applied per line item based on your configured tax rates:

• CGST — Central GST (e.g., 6%)
• SGST — State GST (e.g., 6%)
• IGST — Integrated GST for inter-state (e.g., 12%)
• Tax Groups — Composite groups combining multiple tax rates

The system automatically determines whether to apply CGST+SGST or IGST based on the guest's state vs. your organization's state.

Tax Calculation

Tax can be configured as exclusive (added on top of the rate) or inclusive (already included in the rate). The invoice displays the breakdown either way.

Totals & Summary

The invoice summary section shows:

Line	Description
Subtotal	Sum of all line items before tax
Discount	Total discount applied
Taxable Amount	Subtotal minus discounts
CGST	Total Central GST
SGST	Total State GST
IGST	Total Integrated GST (if applicable)
Total	Grand total including all taxes
Amount Paid	Sum of all recorded payments
Balance Due	Remaining amount to be paid

Invoice Lookup by Code

Every invoice is assigned a unique invoice code (e.g., INV-2026-00042). You can look up any invoice by its code:

1. Navigate to Invoices
2. Use the search bar and enter the full or partial invoice code
3. The system matches against invoice numbers across all bookings

This is useful for quickly finding an invoice when a guest calls with their invoice reference number.

Sending Invoices via Gmail

Prerequisites

Before sending invoices, you must connect your Gmail account. See the Integrations guide for setup instructions.

Sending Process

1. Open a finalized invoice
2. Click Send via Email
3. The system generates a PDF of the invoice using Puppeteer
4. A compose dialog appears with:
   • To: Guest's email (pre-filled from guest profile)
   • Subject: Customizable subject line
   • Body: Rendered from your email template
   • Attachment: The generated PDF invoice
5. Review and click Send

PDF Generation

Invoices are rendered to PDF using Puppeteer (headless Chromium):

• Professional layout matching your organization branding
• Organization logo, name, and address in the header
• Full itemized breakdown with taxes
• QR code (if enabled) for payment
• Proper page breaks for multi-page invoices
• GST-compliant format with HSN codes and tax breakdowns

TIP

PDF generation happens server-side. The generated PDF is temporarily stored and attached to the outgoing email.

Payment Recording

Recording a Payment

To record a payment against an invoice:

1. Open the invoice
2. Click Record Payment
3. Enter payment details:

Field	Description
Amount	Payment amount (defaults to balance due)
Date	Payment date
Payment Mode	Cash, Bank Transfer, UPI, Card, Cheque, etc.
Reference	Transaction reference number
Notes	Optional notes

4. Save the payment

Payment Effects

When a payment is recorded:

• The invoice's Amount Paid updates automatically
• The invoice status changes accordingly:
  • Paid — when full amount is received
  • Partially Paid — when partial amount is received
• An accounting entry is created automatically (double-entry)
• The booking's payment status updates if the invoice is linked to a booking

Payment History

Each invoice maintains a payment history showing all recorded payments with dates, amounts, payment modes, and references. Payments can be viewed but not edited after creation to maintain audit integrity.

Invoice Statuses

Status	Description
Draft	Created but not finalized — can still be edited
Finalized	Locked for editing — ready to send
Sent	Emailed to the guest
Partially Paid	Some payment received
Paid	Full amount received
Overdue	Past due date with outstanding balance
Cancelled	Voided invoice

Permissions

Invoice operations are controlled by the Invoices RBAC module:

Permission	Access
View	Browse and view invoices
Create	Create new invoices
Update	Edit draft invoices, record payments
Delete	Cancel or delete invoices
Manage	Full access including send and bulk operations