Send and manage invoices – Help Center

This guide explains how to send an invoice email to request payment for a booking through Venue Manager. You can customize the details included in the invoice when sending the invoice from the booking and the invoice email template the guest receives.

Pro feature and above

Quickly and securely take payment for group bookings, such as for corporates and schools, through various payment methods using invoices. To unlock this feature with a Pro plan, contact your account manager or the support team. Learn more

Send an invoice for a booking

A booking holder must be added to the Details tab before creating invoices.

From the saved guest booking in Venue Manager:

Select New invoice at the top right of the guest's booking page, then adjust the invoice options:
- Payment methods: Select applicable payment methods so that it appears on the invoice to the guest (eg cash, credit card, cheque). If none are selected, guests won't see the payment options. You can also customize the payment methods available to select in the guest invoice email template in Venue Manager (Pro plan and above).
- Payment required: Enter the full amount or a deposit (a specific dollar amount).
- Payment due date.
Select Continue once you are happy with the selection.
In the Send invoice email window:
- Email address: The default is the booking holder's email but can be changed.
- Email subject: Edit the default subject if needed.
- Email body: Customize the message, including payment details. Changes here apply only to this email. To update all invoice emails, edit the guest email template in Venue Manager.

Select Send Email.

Only one invoice should be active per booking at a time. If a new invoice is needed, cancel the existing one first (read on to learn how).

Manage invoices from the booking's activity stream

Any invoices that have been sent out and any booking-related activities carried out, such as credit card payments or any bank transfer payments that a staff member has marked as paid, can also be seen in the Activity stream.

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

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

You must always cancel an existing invoice before generating a new one for a booking and mark any non-credit card payments as paid. Only credit card payments made from the link in the invoice email sent to guests are automatically marked as paid in the activity stream. Payments made by any other alternative methods made available (ie cash, cheque and bank transfer) must be marked as paid manually to ensure accurate invoice reporting. Read on to learn more details.

Cancel invoices

In the Activity stream, hover over Sent invoice.
Select the options menu (3 dots) for the invoice.
Select Cancel invoice.
You must cancel an outstanding invoice before generating a new one for accurate reporting.

Mark an invoice as paid

For invoices paid using methods other than card payments (eg cash, check or bank transfer), you must manually mark them as paid in the booking's activity stream.

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

Resend invoices

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

View the invoice email

In the Activity stream, hover over Sent invoice.
Select the options menu (3 dots) for the invoice.
Select View email to see what was sent to the guest.

Does the invoice link expire if you cancel the booking?

If you cancel a booking using the options menu (3 dots) at the top right, the emailed invoice link will also be canceled (eg expire).

However, the invoice will still show as pending payment in the invoices report. Always cancel the invoice from the booking's activity stream before canceling a booking to ensure accurate reporting.

Learn more

See the guide Invoices report to see how you can track sent invoices.
If the guest doesn't need a formal invoice, see how you can send payment request links from the booking in Venue Manager to accept credit card payments.
With tentative bookings and payment request links, you can automate the cancelation of payment links if guests don't pay by the deadline, saving time and freeing up capacity for more sales.