In this guide, you'll learn how to access and search for invoices in the Invoices report.
To ensure an invoice appears as "Canceled" in this report, you must cancel it from the booking's activity stream in Venue Manager. If you cancel a booking without canceling the invoice, the invoice will remain in a "Pending" status, even though the email link to it will no longer be accessible.
Access the Invoices report
From Venue Manager, go to Reports > All reports.
Search for and select Invoices.
The role permission Can access Sales reports is required for staff to access the invoices report. Administrator and manager system roles have this permission enabled by default. To enable for other staff, you can create a custom role (Pro plan and above).
Search for invoices
Using the search bar, you can type in the Booking Name or Booking ID to find a specific invoice. You can also filter by Booking status (All, Fully paid, Partially paid, Pending or Canceled).
Select Apply Filters for the results to display.
Why an invoice may still show as pending
An invoice may still show as "Pending" even if a payment has been made. This can happen for several reasons, such as partial payments, cancellations or payments made outside of ROLLER. Here’s what to check if an invoice isn’t marked as "Paid" and you think it should be:
While the invoice may be fully paid, if it is only for a partial amount and the booking still requires further payment, it will show us "Pending".
If the booking has been canceled, but the invoice hasn't been from the booking's activity stream, it will still show us "Pending", even though the link to the invoice is no longer accessible by guests.
If the booking was paid by means other than credit card payment processed through ROLLER using the link in the invoice form (eg bank transfer, check), you must manually mark the sent invoice as paid in the booking's activity stream for it to show as "Paid".
Sort data
You can sort columns by selecting the column name. This will sort chronologically in ascending or descending order:
Booking ID
Issue Date
Due Date
Payment Date
Invoice Number
An arrow denotes that that column is sorting the data. You can only sort the data, one column at a time.
How invoice numbers are allocated
Invoice numbers in ROLLER are shared across all invoices and payments. This means the numbering sequence increases with every payment processed in your venue (sequential), not just with invoices created.
When viewing the Invoices report, you may notice gaps between invoice numbers — this reflects payments made between invoice generations.
This ensures each financial document (invoice or payment) has a unique, sequential identifier for auditing purposes.
Adjust columns
You can select a column and drag it to the preferred location to rearrange the order of columns. You can also right-click the grid to remove columns from the grid.
The following columns appear in the Invoice report:
Invoice number - each invoice generated for a booking will have a unique number
Booking ID
Booking Name
Issue Date - date invoice is issued
Due Date - date invoice payment is due
Amount - amount due for invoice
Paid - (status will be Yes or No)
Payment Date - date invoice is paid
Payment Type - method of payment (eg cash, card, bank transfer, EFT)
Status - refers to the booking status; the invoice may be fully paid, but if it is only for a partial amount and the booking still requires further payment, it will show us "Pending".
Export
Select the options menu (3 dots) at the top right if you need to export this into a CSV format.