Managing guest accounts and billing shouldn't feel complicated or confusing. Whether you are sending a quick quote before arrival or issuing an official tax document at check-out, NightsBridge lets you generate both pro forma and final (tax) invoices easily.
Here is a simple, straightforward guide to understanding how these two documents work and when to use each one for your property.
What is a pro forma invoice?
A pro forma invoice is an informational document that acts as a costing overview or quote:
- Informational quote: It shows estimated charges for a stay, including deposit amounts.
- Flexible timing: You can send a pro forma invoice to a guest before they arrive or during their stay if they want an update on their current account balance.
- No tax implications: It is an informational summary rather than an official financial accounting document.
What is a final (tax) invoice?
A final (tax) invoice is an official financial document with tax implications for both your property and your guest:
- Official accounting record: It confirms final completed transactions and records official tax details.
- Generated on check-out: We recommend generating your final (tax) invoice once all charges and payments for the booking have been captured on the account—typically when your guest checks out at the end of their stay.
Invoicing companies and travel agencies
Corporate bookers or agencies may sometimes ask you to issue a tax invoice in advance so they can process payment before arrival:
- Advance tax invoicing: If a booking is confirmed and the company is happy with the charges shown on the pro forma invoice, you can generate the final (tax) invoice ahead of time.
- Handling additional extras: If any additional charges arise while the guest stays with you, these extra items can easily be billed to a separate account.
Tip: Please check with your accountant or bookkeeper to find out how they recommend you use these two documents for your property.