When it is time for a guest to head home, handing them a clear, professional final invoice is the perfect way to wrap up their stay. Your NightsBridge system makes generating this document incredibly easy.
Here is exactly how to generate and share your final invoice:
A quick tip on timing: It is always a great idea to wait until your guest's actual departure day to generate this final document! If you are VAT registered, this simple habit ensures you only pay VAT after you have officially provided the service and received their payment.
Step 1: Open the guest's account
Simply click on the specific booking right on your calendar to open the Booking Details window.
Then click 'View Account'. This will instantly open up their full Account Summary.
Step 2: Generate the final invoice
If you are doing this on the day of the guest's departure, a helpful little window will automatically pop up asking if you want to generate the invoice.
Simply click 'Yes'.
If the pop-up doesn't appear, don't worry! You can just click the 'Final Invoice' button on the screen.
Then click 'Continue' to close the account and generate the document.
Step 3: Choose how you want to share it
Once your invoice is generated, you have three easy options:
- Print: Send it straight to your connected printer to hand to the guest at the front desk.
- Download: Save the neat PDF document directly to your computer.
- Email: Send it straight to the guest! You can easily add multiple email addresses separated by commas, and even tick 'Send me a copy' to keep a record for your own inbox before clicking 'Send Email'.
Just a heads-up: Your system will only show this 'Email' option if your invoice preferences are already set to PDF.
Want to make paying easy?
If you use a payment gateway like NightsBridge Pay, iVeri, or Adumo, your generated PDF will automatically include a secure payment link or your banking details based on your specific deposit settings. Just make sure the guest has both an email address and a phone number saved in their profile so the link displays perfectly!
Need to make a last-minute change?
If you realise you need to change a detail after you have already generated the final invoice, it is no problem at all. Simply reopen the account. Your system will automatically do the heavy lifting by creating a credit note to counter the original invoice for you. Then, you can easily make your changes and generate a fresh invoice!