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.

Send an invoice for a booking

First, add a booking holder to the Details tab in Venue Manager before you create an invoice.

Then, from the guest booking 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. 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.
     
     
      
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.
     
     
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 settings.

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.

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.

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.

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.

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.

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.

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

Learn more

• See Invoices report to track sent invoices.
• If the guest doesn't need a formal invoice, see Send payment request links via SMS or email and Send payment links from POS.
• If you use tentative bookings, see the guide Streamline booking processes with tentative bookings to learn how payment deadlines can help free up capacity.