---
title: "Send and manage invoices"
slug: "send-and-manage-invoices"
updated: 2026-06-16T15:12:26Z
published: 2026-06-16T15:12:26Z
canonical: "mysupport.roller.software/send-and-manage-invoices"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://mysupport.roller.software/llms.txt
> Use this file to discover all available pages before exploring further.

# Send and manage invoices

Use invoices to request payment for bookings that won’t be paid right away, such as corporate events and school group bookings. In Venue Manager, you can set the payment amount and due date, manually send the invoice to the guest, then track or manage it later from the booking’s Activity stream.

> [!CAUTION]
> Pro feature and above
> 
> Use invoices to take payment for corporate and school group bookings. To unlock this feature with a Pro plan, contact your customer success manager or the [support team](/v1/docs/contact-roller-support).
> 
> [Learn more](https://www.roller.software/pricing)

## Send an invoice for a booking

> [!NOTE]
> You need the **Can edit bookings** [permission](/v1/docs/create-and-manage-staff-roles-and-permissions) to complete this task. By default, administrator, manager and booking agent roles have this permission.

First, add a [booking holder](/v1/docs/create-and-manage-bookings-from-venue-manager) to the **Details** tab in Venue Manager before you create an invoice.

Then, from the [guest booking](/v1/docs/search-for-bookings-guests-or-members-from-venue-manager) in Venue Manager:

1. Select **New invoice** at the top right of the guest's booking page.
2. Choose the invoice details:
  - **Payment methods** — Select the payment methods you want to show on the invoice, such as cash, credit card, check, or bank transfer. If you leave this blank, the guest won’t see any payment method options.

These options come from your [invoice email template](/v1/docs/customize-your-email-templates). To update them for all invoices, edit the invoice email template in Venue Manager. Go to **Settings** > **Design** > **Email** **templates**.
  - **Payment required** — Enter the full amount or a deposit amount.
  - **Payment due date** — Select when payment is due. ![invoice_options.gif](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/4405119556879.gif)
3. Select **Continue.**
4. In the **Send invoice email** window:
  - **Email address** — The booking holder’s email address appears by default, but you can change it.
  - **Email subject** — Edit the subject line if needed.
  - **Email body** — Update the message for this email only. To change all invoice emails, update the invoice email template in Venue Manager. ![2019-10-28_17-16-25.gif](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/360002877496.gif)
5. Select **Send Email**.

The invoice appears in the booking’s **Activity** stream after you send it.

If the payment methods shown don’t match what you expect, check your [invoice email template](/v1/docs/send-and-manage-invoices) settings.

> [!WARNING]
> Only one invoice should be active per booking at a time. If a new invoice is needed, cancel the current one first (read on to learn how).

## How invoice numbers are allocated

Invoice numbers in ROLLER follow one continuous sequence that includes both invoices and payments.

The number increases each time a payment or invoice is generated, so you may see gaps between invoice numbers, such as in the [invoices report](/v1/docs/invoices-report).

This keeps numbering consistent and traceable for reporting and auditing.

## Manage invoices from the booking's activity stream

Use the booking’s **Activity** stream to manage sent invoices and review related payment activity.

Hover over **Sent** **invoice**, then select the **options** **menu** (3 dots) to:

- Cancel the invoice.
- Mark an invoice as paid.
- Resend an invoice.
- View the invoice and email sent to a guest.

> [!NOTE]
> Cancel the current invoice before you create a new one for the same booking. **Only credit card payments made from the link in the invoice email are marked as paid automatically.** If the guest pays by cash, check, or bank transfer, you must mark the invoice as paid manually to keep invoice reporting accurate.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/11947504013711.png)

## Cancel an invoice

1. In the **Activity stream**, hover over **Sent** **invoice**.
2. Select the **options** **menu** (3 dots) for the invoice.
3. Select **Cancel invoice**.

You must cancel an outstanding invoice before generating a new one for accurate reporting.

## Mark an invoice as paid

If the guest pays by cash, check, or bank transfer, mark the invoice as paid manually in the booking’s Activity stream.

1. In the **Activity** stream, hover over **Sent** **invoice**.
2. Select the **options** **menu** (3 dots) for the invoice.
3. Select **Mark as Paid**.
4. Enter the payment date for the invoice and the payment method (eg cash, check or bank transfer).

The invoice is updated as paid for reporting purposes.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/11947339355151.png)

## Resend invoices

1. In the **Activity** stream, hover over **Send** **invoice**.
2. Select the **options** **menu** (3 dots) for the invoice.
3. Select **Resend** to send the invoice again to the original email.

## View the guest invoice email and download the invoice PDF

1. In the **Activity** stream, hover over **Sent** **invoice**.
2. Select the **options** **menu** (3 dots) for the invoice.
3. Select **View** **email** to see what was sent to the guest.
4. In the invoice view, select **Download invoice PDF**.

You can only download an invoice PDF after an invoice has been created and sent for the booking.

![](https://cdn.us.document360.io/23700755-951c-4b69-8afe-ec8b33c6c689/Images/Documentation/15695829231119.png)

You can customize the invoice email template in **Settings** > **Design** > **Email** **templates**.

## Understand invoice numbers

Invoice numbers in ROLLER use one continuous sequence for both invoices and payments.

Because the sequence increases whenever a payment or invoice is created, you may see gaps between invoice numbers in the [invoices report](/v1/docs/invoices-report).

This is expected and helps keep reporting and auditing consistent.

## What happens if you cancel the booking?

If you cancel the booking from the **options menu** (3 dots), the invoice link in the email stops working.

But the invoice can still appear as pending payment in the [invoices report](/v1/docs/invoices-report).

To keep reporting accurate, cancel the invoice from the booking’s **Activity** stream before you cancel the booking.

## Learn more

- See [Invoices report](/v1/docs/invoices-report) to track sent invoices.
- If the guest doesn't need a formal invoice, see [Send payment request links via SMS or email](/v1/docs/send-payment-request-links-via-sms-or-email) and [Send payment links from POS.](/v1/docs/send-payment-links-from-pos)
- If you use tentative bookings, see the guide [Streamline booking processes with tentative bookings](/v1/docs/streamline-booking-processes-with-tentative-bookings) to learn how payment deadlines can help free up capacity.

## Related

- [Send payment request links via SMS or email](/send-payment-request-links-via-sms-or-email.md)
- [Streamline booking processes with tentative bookings](/streamline-booking-processes-with-tentative-bookings.md)
- [Search for bookings, guests or members from Venue Manager](/search-for-bookings-guests-or-members-from-venue-manager.md)
- [Manage guest online accounts](/manage-your-online-accounts.md)
- [Customize email templates](/customize-your-email-templates.md)