Invoices and credit notes

Invoices are issued from a booking's Billing tab, or when you take a payment. All issued invoices are listed in Invoices in the menu.

Set up your invoices

Open Settings > Financial and the Invoices tab:

  • Business details: printed as the seller on every invoice. Until a legal name is set, the property's name and address are used.
  • Logo: printed at the top. Without a logo, the property's name is printed instead.
  • Footer: printed at the bottom, for example bank details or a legal notice.
  • Numbering: the number format. Looks like shows an example, and Next invoice the number that comes next. Numbers run without gaps. The counter starts over each year when the format shows the year, and each month when it shows the month.

Issue an invoice

  1. Open the booking and go to the Billing tab.
  2. Click Issue invoice.
  3. Pick the payments the invoice bills. Payments already on another invoice show Invoiced on with its number.
  4. Check the guest or company details and the Invoice total, then click Issue invoice.

Or tick Generate invoice upon payment when you take a payment.

Advances and the final invoice

  • A payment made before the stay is invoiced as an advance.
  • During the stay, an invoice bills the stay itself once nothing is left to pay, or a partial payment until then.
  • Advances and partial payments are taken off the final invoice.

Find an invoice

Invoices in the menu lists every invoice with its number, issue date, guest or company, total and status. Use Filters to narrow the list. From each invoice you can Open PDF or Open booking.

When a guest pays an invoice later, click Link payments on the invoice and pick the payments that settle it. The invoice itself does not change. Its payment status is updated.

Correct an invoice

An issued invoice is never edited or deleted. You correct it with a credit note. If a booking changes after it was invoiced, Areca shows Issued invoices need a correction on the booking.

Credit part of an invoice

  1. Open the invoice's menu and choose Issue credit note.
  2. Pick the lines to take back and how much of each.
  3. Add the Reason for correction. It is printed on the credit note.
  4. Check the Total to be credited and confirm.

The invoice stays issued, and what it is still owed drops by the credited amount.

Void an invoice

Choose Void invoice to cancel the whole invoice. Areca issues a credit note for the full amount. The invoice stays on record and its number is not used again. Its charges and payments are released and can be invoiced again.