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Generate invoice manually [Non-Accommodation]

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Updated

This guide provides an end-to-end walkthrough for creating booking invoices (manually) and managing your invoices.

If you have imported your bookings and you would like to generate invoices from those bookings, please click here to read more.

Important to note:

Before you start this process, it is important to get these ready: 

  1. You and your buyers would need to have existing payment relationships already set up. 
  2. You will need to have the currency balance available in your account

How to create an invoice

1. In your Sales Invoices dashboard, click + Create

2. You will be prompted to fill in simple details of the invoice. 

  • Template: This will determine what details goes into the invoice
    • For Booking payments, please select Booking as it triggers specific metadata fields like "Check-in Date" and "Split Rates."
  • Currency: Choose the currency that you will be billing in
    • These currencies will be based on what currencies are available on your account. 
  • Find and select customer: Select which Buyer you would like to send this invoice to.

3. Click Create to finish

View your invoices

Understanding your Invoice status

Status Meaning Action Required
Draft The invoice is internal and invisible to the buyer. Complete details and click "Finalize."
Pending Approval The invoice is waiting for internal management sign-off. Remind your internal approver.
Finalized The invoice is live and has been sent to the buyer. Wait for payment or send reminders.
Disputed The buyer has flagged an issue with the invoice. Review internal comments and resolve.
Paid / Partially Paid Funds have been received in your PayDocker balance. Reconcile with your internal ledger.

Manage how your dashboard view

Once you have completed the manual creation, you will see it appearing in your Sales invoice dashboard. Each invoice would also have their unique ID generated. 

You can use the gear icon to adjust your view on the dashboard:

  • Customer ID
  • Customer Name
  • Billing Name

While Customer ID and Name are based on your smart contract configuration, the Billing Name must reflect the company's official legal name.

You can also use the filter function to streamline your searches. You can filter using 1 or different combinations of the following filter criteria:

  1. Created date of invoice
  2. Due date of invoice
  3. Status of invoice
  4. Invoice ID
  5. Customer details

To view your invoices in detail, click on any invoice row to manage the details of your invoice. 

Label Description Explanation
2 Invoice ID (Draft ID) Each draft invoice will have their unique ID that will be generated upon draft creation. 
3 Currency details Currency that the invoice will be charged in
4 Status of invoice Instantly see your draft invoice status
5 Last update

Easily track the last updates of your invoice. 

  • Time captured will be reflected based on the timezone of your master account. 
8, 9 Buyer's details These are legal details of the buyer, as submitted during their account verification process (KYC).
10, 11 Branch details This will show branch ID and branch name of the buyer.
12 Source This will show how your invoice was created. 
15, 16 Date of invoice You can edit due date of the invoice here.
17 Your customised ID This is the ID you customised during smart contract set-up
18 Buyer's PayDocker ID This is their registered PayDocker account ID
19, 20 Payment details Payment Model and Terms that you have setup for your buyer
Items Items section Items sections will consist of the itemised breakdown of your invoice. 

Understanding your itemised breakdown

Label Description Explanation
26 Add items You can add more details to the invoice breakdown.
27, 28, 29, 30 Booking details You will see your booking details here.
30A Rates

Your rates will be labelled according to this logic: 

  • 1/2 -- Split 1 of rates
  • 2/2 -- Split 2 of rates
  • 1/1 -- No split of rates
31 Before taxes Total amount for the item before taxes.
32 Taxes These are taxes that are applied to your booking. You may refer here to understand how we calculate taxes.
33 After taxes Total amount for the item after taxes.
34 Subtotal Subtotal of all the items, before country-specific taxes.
38 Total Grand total of all amounts
39 Amount paid Total amount paid for this invoice. This is especially useful if you have split rates.
40 Balance due Total amount to be paid for this invoice. This is especially useful if you have split rates.

Edit your invoice drafts

Edit your invoice draft summary

At draft stage, you will still be able to edit some key parts of your invoice summary.

1. Click Edit Invoice

2. You will be able to edit only these parts of your invoice summary

  1. Templates
  2. Currency
  3. Recipient of your invoice

Edit Draft Invoice.jpg

Delete your invoice draft

You will also be able to delete your entire invoice draft. Click on Delete draft.

Edit items on your invoice draft

1. You will need to provide at least 1 item on your invoice. To add items, click + Add items (26)

2. You will be requested to fill in a simple form as such: 

  • Click the check box next to Check-in if you don't have a check-in date

Once your items are added, it will reflect on the draft and there will be additional calculations applicable.

Delete items on your invoice draft

1. Select the three dots at the end of each line 

2. You will see either the option to edit or delete the item line

Finalise your invoices

Once your invoice draft as been completed, you will be able to finalise it and also send it out to your buyers. 

1. Click on Finalise 

You will be prompted to confirm your selection. Click finalise again. 

Your invoice view will change after finalisation, and you will be able to manage your credit notes, approval systems, dispute and any internal comments related to the invoice via this view. Any updates to your invoice will be recorded under Events as well. 

Here is how it will look like: 

Invoice approval (Optional)

You do not need to set up this approval system if it is not required.

If you have setup an approval system on your PayDocker account, your invoice will be finalised only when the invoice has gone through the entire approval process. 

All parties that are involved in the approval process will receive an email once you have finalise the invoice. 

Read more about this here: Setting up your approval management system [Non-Accommodation]

Send out your invoices

Once your invoices are finalised (and approved), it will show up on your buyer's portal. The buyer will also receive an email notification. All users will receive the email notification. 

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