When you send an invoice to a guest, it should feel like it comes directly from your property, not a software system. Adding your own logo, banking details, and specific terms to your invoices makes your business look sharp and professional.
Here is how to easily download and customise your templates so they perfectly match your brand:
Step 1: Download your template
Head over to your NightsBridge Setup and click on 'Templates'.
If you need help finding the setup, you can use our tutorial 'How to find Setup' to assist you in navigating to the Setup.
Select the template and click 'Download'
- Select the 'Invoice' template from the drop-down menu
- and click 'Download'. It will save safely straight to your computer.
Step 2: Make it your own
Open the file in Excel (or a similar program like Numbers if you use a Mac). Now you can make it yours! Feel free to:
- Swap out the placeholder text box with your own beautiful property logo.
- Add your physical address, contact numbers, and website.
- Pop in your company VAT number (if your business is registered).
4. Update the banking details (account name, bank name, account number, and branch code) so guests know exactly where to pay.
5. Add your specific cancellation policies or terms and conditions.
A quick tip to keep things running smoothly:
You will notice some hidden codes (called "bookmarks" or "defined names") on the spreadsheet. Our system needs at least 8 of these specific bookmarks to pull the correct guest information from NightsBridge into your invoice.
Feel free to change the design, but please be careful not to delete these invisible links!
More info on these specific is available in this downloadable doc.
Step 3: Save your masterpiece
Save the template somewhere easy to find on your computer. Just make sure you keep the exact same file name and extension (it should stay as invoice.xlsx).
Step 4: Upload it back to NightsBridge
Head back to the Templates section in your Setup.
- Choose 'Invoice' from the drop-down list,
- click 'Choose File' to find your newly saved document,
- and click 'Upload'.
You will see a quick success message letting you know it worked!
If you use Proformas or Credit Notes, simply repeat these exact same steps to customise those templates too
Step 5: Do a quick test run
Generate the excel invoice document on a booking to make sure your changes are working as expected
Need help? Check out our tutorial 'How to generate an excel invoice'.
Need a new template?
Here is a blank invoice document should you need to start from scratch.
If you need to change how VAT calculates on your template (for example, if you want to use a set formula instead of our standard bookmark so it doesn't accidentally add VAT to exempt items), here is how to do it:
Please note that if you use the method of updating Excel templates will add VAT on any VAT Exempt extras you could have on an invoice you generate. We do not automatically update the formula on templates, so you will need to update this if the VAT percentage changes.
Preparing the new template simply involves downloading your existing template, updating the VAT calculation, and saving it as a new file.
Step 1: Download your existing template and update the formula
Download and open you template.
- In Excel, highlight the cell showing "R0.00" under your Total Accommodation amount
2. Click on your 'Formulas' tab at the top of Excel,
3. and select 'Name Manager'.
4. Find and select the bookmark named "NBVATAmount",
5. click 'Delete',
6. and close the pop-up.
7. Close the window.
Now, simply type your own VAT calculation formula into that cell (for example: =SUM(G25*(15/115)) depending on where your Total cell is located).
Just remember: because this is now a manual Excel formula, if the national VAT percentage ever changes, you will need to manually update this formula on your template!
Save, upload the updated template to NightsBridge and you're good to go!
Check your Business & VAT Details
Now that your templates are updated, this is a great opportunity to ensure the correct details are provided on NightsBridge.
Visit our tutorial on 'How to add or update the business registration and VAT details' for guidance.