When a guest's stay comes to an end, handing them a clear, professional final tax invoice is the perfect way to wrap things up. Generating this final invoice as an Excel spreadsheet gives you the ultimate flexibility to make any last-minute, custom financial adjustments before you close out their stay.
Here is exactly how to generate your Excel invoice:
A quick tip on timing: We always recommend waiting until your guest's actual departure day to generate this final document! If you are VAT registered, this simple habit ensures you only pay your VAT after you have officially provided the service and received their final payment.
A quick tip before you start: To generate your invoice as a spreadsheet, you will just need to make sure your system preferences are already set to Excel! If you need to update this, simply search for our quick guide on 'How to set your preference for generating invoices, pro formas and credit notes' to easily change your settings.
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: Open your new spreadsheet
Depending on which web browser you are using, your computer will gently prompt you to either 'Open' or 'Save' your brand-new file. If you choose to save it, it will usually pop right into your computer's 'Downloads' folder, ready for you to open and edit!
A quick tip on sharing: Once you have made all your custom adjustments in your spreadsheet, we highly recommend saving or exporting the final document as a PDF before you email it to your guest! This ensures your final invoice looks beautifully professional and no accidental changes can be made to your numbers after you send it.
Invoicing a corporate client or agency?
Sometimes a company might ask you to issue their tax invoice in advance so they can process your payment before the guest arrives. If the booking is confirmed and they are happy with the initial quote, you can absolutely generate this invoice early! If the guest then adds any extra charges during their actual stay (like a late-night minibar snack!), you can easily just bill those extras to a brand-new, separate account for the guest to settle directly.
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!