M3 Lesson 4: Manage invoices – apaleo help center

In this lesson:

What you need to know

For a guest folio: you can generate invoices from the folio (click on Invoices) on the check-out day, when the folio is fully paid and the billing address is filled out.
Ahead of this time, you can see a preview invoice when you click on Invoices.
For an external folio: you can generate an invoice as soon as the folio is fully paid.

Click on Invoices > Prepayment notice.
Select the charges to be prepaid. You can filter them by business date or service type.
Click on Create prepayment notice to view and download the prepayment notice.
The prepayment notice is not stored in Apaleo and can be recreated at any time.

You can generate an advance invoice when at least one payment and one future charge is selected, and the selected payments and charges balance to 0.
Click on Invoices > Advance invoice
Select the payments and charges, and click on Create advance invoice to preview or create the advance invoice.
You can view (and cancel) the created advance invoice in the INVOICES tab of the reservation.

Exercise 1: Create an invoice Create an external folio, add charge and payment to it, and generate an invoice.
Exercise 2: Create a prepayment notice Find or create a reservation with stay dates in the future and generate a prepayment notice for it.
Exercise 3: Create and cancel an advance invoice Find or create a reservation with stay dates in the future, add a payment, and generate an advance invoice. Find the advance invoice and cancel it.

Invoice formats in Apaleo vary by country, as well as the user-defined invoice settings. If you have multiple properties in different locations, it is best to have multiple training hotels with the correct countries.
A common mistake to avoid: Do not manually post open charges in advance, in order to issue an invoice. Invoices should not be issued until the services have been consumed. If a guest requests an invoice in advance because they have prepaid, please make sure to only issue a preview or advance invoice.
Accounts receivables (AR) invoices: In addition to the options covered in this lesson, Apaleo gives you the possibility to close a folio on AR. You can find more information on this in our guides on AR invoices and accounting for AR invoices.