Create And Manage Customer Invoices

Check Before You Create

Open Finance → Customer Invoices as an active company Tenant Admin. Staff and partner users cannot access this page.

• Select between 1 and 100 bookings with the same currency and the same sub-tenant account. Direct bookings can be combined with other direct bookings.
• Select either unpaid bookings or fully paid bookings. Do not mix payment states on one invoice.
• Each booking needs a valid, non-negative customer price. Cancelled bookings, deposit bookings, bookings with no payment due and bookings on an existing active invoice are not eligible.

Create An Invoice

Creating the invoice saves it for review. Email is a separate action.

1. Start The Invoice

   Select “Create Invoice” from Customer Invoices. You can also use “Create Invoice for Selected Jobs” from an eligible booking selection.

2. Choose The Billing Account

   Use “Bill To Sub-Tenant” when billing a partner company. Otherwise leave “Customer / Manual Billing” selected. Choose this first: changing the sub-tenant clears selected jobs and billing details.

3. Select The Bookings

   Use “Event / category”, “Customer” and “Currency” to narrow the choices. In “Bookings to invoice”, search by reference, customer or location and select the jobs. These filters preserve your existing selection, so review the full selected list.

4. Review Prices And Recipient

   Check “Selected Jobs”, each customer price and the total. Complete “Bill to name or company”. Add “Billing email”, “Billing address” and “PO / billing reference” where needed. Billing email is optional at creation.

5. Set Dates And Save

   Confirm “Issue date”, “Due date” and any “Invoice notes”. The due date must be on or after the issue date. Select “Create Invoice” to open the saved invoice.

Review, Download And Email

Open an invoice from the list to review its saved billing details, booking lines and total.

1. Review The PDF

   Select “Download PDF”. Check your company identity, recipient, dates, booking prices and payment instructions before sharing it.

2. Confirm The Recipient

   Select “Email Invoice”. Review or enter “Send to email”; the saved billing email is offered when available.

3. Send The Invoice

   Confirm “Email Invoice”. The email includes the invoice PDF as an attachment. Check “Email history” for the recorded attempt and delivery state.

Record Full Payment

Use Mark Paid only after you have confirmed receipt of the full invoice amount.

1. Open The Unpaid Invoice

   Find the invoice using its reference or billing details, or filter Customer Invoices by “Unpaid”.

2. Confirm Receipt

   Select “Mark Paid”, enter a “Payment reference” if needed and confirm the action.

3. Check The Result

   The invoice becomes “Paid” and all linked bookings are also marked paid. Review the payment record on the invoice.

Void An Unpaid Invoice

Void an unpaid invoice when it must be replaced. The void record remains in invoice history.

1. Resolve Pending Email

   If an email is queued, use “Cancel Pending Email”. If sending has already begun, wait for its result or follow the stalled-email procedure.

2. Record The Reason

   Select “Void Invoice”, complete “Reason for voiding” and confirm.

3. Prepare A Replacement

   Correct the relevant booking details and check the billing information, then create a new invoice. The voided invoice's bookings are released for a replacement, subject to the normal eligibility rules.

Resolve Missing Jobs And Email Problems

Use the selection rules and the latest email-history entry to identify the next action.

• A job is missing from the picker: check its currency, account, payment state, price, cancellation status and whether it already belongs to an active invoice.
• Email is Queued: it has not started sending. “Cancel Pending Email” is available while it remains queued.
• Email is Sending: do not resend immediately. Sending cannot be cancelled once it has started.
• Email is Failed: review the history and recipient before using Email Invoice again.
• Email has been Sending for at least 10 minutes: “Review stalled email” becomes available. Check with the recipient first, then use “Mark delivery unconfirmed” if appropriate. This records the interrupted attempt without sending another email and permits a deliberate resend or invoice void.