You can send proforma invoices, final tax invoices and credit notes from NightsBridge to your guests. A guest may want a proforma as a quote of what they may pay. Guests may also require final tax invoices once their account is settled in full which you can generate.
You can personalise your proforma, final tax invoice and credit note template by adding your property's logo and your terms and conditions.
Open your NightsBridge calendar
Please look at our article called 'Where do I find the NightsBridge Calendar (PCBridge)?' if you need more information on how to do that.
Open the Invoice Template
- Click on Templates.
- Click on Invoice, Proforma or Credit Note depending on which you need to edit.
The word 'Invoice' on your calendar is the final tax invoice that will close a paid account once generated.
The template will open in Microsoft Excel or your computer's default word processing application.
Edit the template
You can add the following:
- Your company logo - replace this temporary logo with your company logo.
- VAT number (if registered). Your VAT number needs to manually entered on your template.
- Company details - physical address, contact numbers, e-mail address and website address.
- Bank details - Account name, Bank name, account number, Branch code.
- Extra terms and conditions - deposit and cancellation policy.
- VAT calculation - If you are VAT registered, you need to make sure the calculation in that cell is correct according to the VAT percentage applicable per year. You will need to maintain this information should this change. Currently this is 15% in South Africa but here is information of changes you need to make from the 1st of May.
If you change the grid with the defined names (bookmarks) that export information from NightsBridge to the document, you can cause an error with your invoices due to our system needing the bookmarks on the blank template to update information correctly. The learning document below will guide you with which bookmarks need to be on the document.
Save the document
Save the document. DO NOT click on 'Save As' because the template is already stored in the folder connected to your calendar.
Do not click on 'Save As':
- ✔️ Clicking 'Save' updates the existing template already stored in the correct folder on your computer.
- ❌ Clicking 'Save as' will create a new template and we don't want this to avoid errors on your calendar.
- Click on the 'Save' button.
If you're using the file menu, select 'Save' from the menu.
If you need to edit the templates in future, you can follow these same steps.