Guest invoices

When they're created automatically, and how to manually create them

Amelia Gain avatar
Written by Amelia Gain
Updated over a week ago

Automatic guest invoicing

When a booking is checked out, Preno will carry out the following processes in Xero. If any of them fail, the booking won’t be able to be checked out.

  1. Xero - Create the guest’s invoice.

  2. Xero - Find any prepayments that were created for this booking (error that could occur).

  3. Xero - Apply any prepayments that were found (error that could occur).

  4. Xero - Create payments for the other charges taken on the reservation.

  5. Xero - Apply those payments to the invoice.

  6. Preno - Change state of reservation from “Checked in” to “Checked out”.

At the end of those processes, the invoice will have a $0 balance remaining and each payment that was created in Preno will have its own payment on the invoice. This is to assist in reconciliation. It will be an approved invoice.

Manual invoicing

It’s possible to skip this process of applying payments to a reservation. This is done by using the payment type Guest Invoice. An invoice with the full amount of the reservation (including extras) will be created. It will be a draft invoice.

NOTE: If you’re using this payment and you need to edit the reservation pricing (by adding/removing extras, changing the number of nights or the nightly rate), then you need to void the invoice in Preno. This will also void the invoice in Xero.

Failing to do this will mean that Preno will try create another full invoice if you try to use this payment method again.

Split payments

You can use Invoice Guest for payment of a reservation, and then another payment type for incidentals. In this situation, the incidentals will be on a new invoice with a payment applied to it. You need to add the extras to the booking after creating the invoice.

  • An example of this would be charging the guest for accommodation by invoice, and charging the guest for extras by credit card.

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