Invoices are a complex topic, as they are documents you pass to your guests and your accountant - who both have different opinions on how invoices should look like. apaleo allows you to configure and customise invoicing to match your specific needs. Find the options in Settings > Finance > Invoice settings.
You can specify the pattern which is used to generate invoice numbers. Those are the symbols you can use:
|0||1-10||The actual invoice number, with leading zeros.||000 results in 012 for the number 12|
|y||1-4||The year, starting with its last digit||yy results in 19 for the year 2019
yyyy results in 2019 for the year 2019
|M||1-2||The month, with or without leading zeros||M results in 4 for April, 11 for November
MM results in 04 for April, 11 for November
|d||1-2||The day, with or without leading zeros||d results in 3 for the third of a month, 12 for the 12th
dd results in 03 for the third of a month, 12 for the 12th
From those values, only the number is mandatory. The default number pattern in apaleo is
yyyyMM00 allows max. 99 invoces per month.
yyyyMM0000 allows max. 9999 invoces per month.
yyyyMMdd00 allows max. 99 invoces per day.
Charges from other reservations
Choose if the guest name should be displayed on invoices when charges are moved. This is a global setting, and cannot be changed per invoice.
Example: Breakfast from Daisy Miller on the invoice of Peter Anderson would show as
|Single room (Peter Anderson)|
|Breakfast (Peter Anderson)|
|Breakfast (Daisy Miller)|
If all charges on the invoice are from the main guest, the name will not be displayed
Countries have rather strict regulations on which information need to be present on an invoice. However, there are many have exceptions for invoices with rather low total amounts. Configure the threshold as you want, to allow creating invoices with incomplete guest data. We recommend you check your country's regulations before making any changes to this setting.
Mark invoices as paid
In the invoice list, you can mark invoices as paid and specify the payment method. By default, this also does some accounting:
From Payment to Accounts Receivables
This is good, if you use apaleo as your single source for all guest-related accounting data input. If you handle the accounting of incoming payments (often via bank transfer) globally, you can turn this off. Then invoices can still be marked as paid, but no accounting will happen.
Grouping of packages on the invoice
you have some options when it comes to their appearance on the guests' invoices. These can be set up under Settings > Finance > Invoice settings > Invoice line item grouping type (at the end of the page)
- Show included services
Accommodation charges and included services (charges) are displayed as one line item -> E.g. "Double room incl. Breakfast"
- Hide included services
Only accommodation charges appear in the line items, while included services are hidden -> E.g. "Double"
- No grouping
Accommodation charges and included services (charges) are displayed in separate lines -> E.g. "Double"; "Breakfast"
* Reminder: This setting only applies to charges that are set as included in the rate plans.