A pro forma invoice acts perfectly as a working quote or a preliminary bill! It is the perfect document to share with a guest before they check out. Because it isn't a final Tax Invoice just yet, you still have the complete flexibility to make billing changes or add extra charges without affecting your official VAT records.
Here is exactly how to generate and share one:
We recommend providing guests with pro forma invoices until the day of departure.
Unlike a final invoice (Tax Invoice), a pro forma invoice allows for billing changes and does not have VAT implications should you are VAT registered.
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 pro forma
Look for the 'Pro Forma' section on the screen and simply click 'View Invoice'. A beautiful PDF preview of your document will instantly pop up!
Step 3: Choose how you want to share it
From the preview screen, 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'.
- A quick tip on emailing: Your system will only show this 'Email' option if your invoice preferences are already set to PDF! If you don't see the button, you can easily search for our guide on 'How to set your preference for generating invoices' to quickly update your settings.
Want to get paid faster?
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 deposit settings! This makes it incredibly easy for the guest to settle their bill the moment they receive the quote.
Just remember, for the 'Pay Now' link to successfully display on the document, you will need to make sure the person being invoiced has both an email address and a phone number saved in their client profile.