We know that keeping your accounts balanced and tracking exactly what money is coming in can feel like a heavy admin burden. When you are busy running a property, the last thing you want to do is spend hours manually typing out financial documents. By generating your invoices directly through NightsBridge, you can keep all your paperwork in one central place and win back valuable time with very little manual action required.
When should you generate a final invoice?
An invoice is a legal financial document representing a completed sale, showing exactly who you're invoicing and what you're invoicing for and what terms apply.
Invoices are your document showing your revenue.
You should be generating invoices for every booking that stays with you. Do not only generate invoices when requested by your guest or an agent who has booked you.
Generate your final invoices only after check-out
Because these documents officially record your revenue, we strongly recommend waiting until your guest checks out before generating the final version.
- First, if a guest cancels their stay or requires a refund, generating an invoice too early means you will have to create extra paperwork (like credit notes) to cancel the original document and balance your books.
- Second, if your property is VAT registered, you are required to pay tax when the invoice is generated (often every 2 months for many of you). Generating final invoices only after the accommodation service is provided protects your cash flow, ensuring you do not pay tax on upcoming bookings before the guest even arrives.
A few benefits:
1. Set up your professional billing details just once
Rather than starting from scratch every single time, our system allows you to add your company logo and business information just once. These professional details will automatically appear on every pro-forma and final bill you create moving forward.
2. Let NightsBridge capture the booking details automatically
You can put an end to manually typing out dates, rates, and guest names. NightsBridge automatically pulls all the specific booking details straight into the document for you, eliminating tedious data capture and freeing you up to focus on your guests.
3. Show clear balances to help you get paid faster
A clear breakdown of costs prevents confusion for your guests and booking agents. Each document clearly displays any payments already made alongside the exact outstanding balance.
To help you secure those funds faster, your specific banking details or a secure "Pay Now" link will display right on the page, showing the payer exactly how to settle their account.
