After creating a reservation, you can generate an invoice or receipt for the new booking.
What is an invoice?
An invoice is an official document that records the details of a transaction between your property and a guest. It includes all reservation details, charges and payment information, providing a clear financial record for both you and your guests.
How to generate an invoice
After creating a reservation, you can generate an invoice for the new booking.
Before you begin
Ensure all reservation details on the Details tab are correct
Remember that generating an invoice creates a permanent record, any changes afterwards will require a new invoice
Steps to generate an invoice
Locate the reservation on the Calendar or Reservations
Click on the reservation to open the summary pop-up
Go to the Invoices tab
For new reservations, click Generate invoice once you’ve verified all details are correct
Editing reservation details after generating an invoice will require an invoice update. This creates a new invoice with a different invoice number.
How to update an existing invoice
If you’ve already generated an invoice, it will need updating if you change any of the following:
Check-in or check-out date
Rooms (added or removed)
Room type for any room stay
Rate plan for any room stay
Number of occupants for any room stay
Extras (added, changed or removed)
Payments (recorded, processed or refunded)
Customer details
Reservation status
Only update invoices when absolutely necessary to avoid having numerous invalid invoices in your system.
Steps to update an invoice
Locate the reservation on Calendar or Reservations
Click on the right side of the reservation booking marker to open it
Edit the reservation details
Double-check all details on the Details tab and click Save to update the changes
Go to the Invoices tab
You’ll see:
Current invoice number
An Invoice is outdated, click here to update button
The current invoice issue date
Click Invoice is outdated to generate a new invoice with updated details
Notes:
Once an invoice is created, it cannot be deleted or modified. The system generates a new invoice and marks previous versions as invalid. This is often a legal requirement depending on your location.
Only the latest invoice is valid. All previous versions will display an Invalid watermark.
Invoice numbering system
When you update an invoice, the new version keeps the base invoice number with an additional sequence number, showing how many updates it has received.
Example:
Original invoice: INV-100-XYZ
After first update: INV-100-XYZ-1
After tenth update: INV-100-XYZ-10
The sequence number tracks the number of changes, not versions. INV-100-XYZ-1" is technically the second version of the invoice, and INV-100-XYZ-10 is the eleventh version.
Information included in an invoice
Section | Fields |
| Invoice number |
| Invoice date |
Property information | Header |
| Logo |
| Property name and address |
| Contact information (phone numbers, email) |
| Tax number |
| Payment policy |
Guest information | Name (first and last) |
| Complete address (street, city, state/province, postal code, country) |
Reservation details | Payment status (Paid or Unpaid) |
| Reservation number |
| Reservation status |
| Arrival and departure dates |
| Number of nights |
| Guest count (adults, children, infants) |
Payment breakdown | Nightly charges with dates |
| Rate plan description |
| Room number |
| Extra items with quantities |
| Item and total costs |
| Payment records |
| Subtotal, total and outstanding balance |
Customise the appearance of your invoices in Setup > Customise invoices.
How to print an invoice
Locate the reservation on Calendar or Reservations
Click on the reservation to open the summary pop-up
Click Print
Select Invoice from the drop-down menu
A new window will open with a print preview
Click Print
You can save the invoice as a PDF on your computer by selecting Save as a PDF in the print dialog.
How to email an invoice
Locate the reservation on Calendar or Reservations
Click on the reservation to open the summary pop-up
Click Email
Select Invoice from the drop-down menu
The invoice will be sent automatically to the primary contact email address on the reservation.
💡 If you don't have Little Hotelier Pay, you can use the invoice as a receipt for the guest. Record the guest's payment first to show an outstanding balance of 0.00.