1. Purpose & Scope
Invoicing is how your property formally requests payment from a partner for booking payments. The system gives you full control over the process — from building a draft, to adding booking line items, to sending the invoice through an approval process before it reaches the partner
To streamline your operations, you will have the option to automate this process with your existing booking information already imported into PayDocker.
For the full scope of what you can do with our invoice function, please refer to this article: Invoice Generation and Management [Accommodation]
Table of Contents:
3. Auto-Generated Invoices from validated bookings
3.1 Option 1 — Generate as Draft
3.2 Option 2 — Generate and Submit
2. Pre-Requisites
Before you begin, make sure the following are in place. If any of these are missing or incomplete, certain features in the invoice module will not work correctly.
2.1 Required Access or Tools
- An active login to
https://property.paydocker.com - An operator account with permission to access the Sales section
- At least one active currency balance set up in Balance → Overview — this determines which currencies you can invoice in
2.2 Other configurations
These are areas of the platform that feed information into the invoice. They should be configured before you raise your first invoice. For some items, they are optional.
| Area | Why It Matters |
|---|---|
| Setting → Account (Business Details) | Provides your company legal name, address, and dynamic fields that appear on the invoice and PDF |
| Setting → Approval → Sales | Defines whether invoices require approval before being sent, and who the approvers are |
|
Setting → Branding → Invoice (Optional) |
Controls the visual appearance of the PDF and email templates |
|
Smart Contracts
|
Determines the payment type, terms and payment details (I.e., Taxes) for your invoice. |
3. Auto-Generated Invoices from validated bookings
In addition to manually creating invoices, the system can automatically generate invoices from Sales → Validation. These invoices appear in the same Sales → Invoice list and follow the same overall lifecycle — the main difference is how they are created.
There are two ways an auto-generated invoice can arrive:
3.1 Option 1 — Generate as Draft
The invoice is created as a Draft with the tag Import. All header details and line items are pre-populated from the data in Sales → Validation — you do not need to add them manually.
From here, the draft behaves exactly like a manually created one. You can review it, make edits if needed, add or remove line items, and then send it when ready.
3.2 Option 2 — Generate and Submit
The invoice bypasses the Draft stage entirely and is immediately finalised. It will appear in the list already in Outstanding or Overdue status, depending on the due date — exactly as if someone had already gone through the full draft-and-send process.
The manage page will be fully populated and ready to review, with all line items, timeline events, and the payment section already visible. No further action is required from you unless you need to send a follow-up email or record a payment.
What happens immediately:
- The invoice is assigned a permanent Invoice ID, replacing the Draft ID. This new ID uses the format:
INV-[PropertyID]-[ProgressiveNumber]-
Example:
INV-HTL123.1-112
-
Example:
- The invoice status and next steps depend on the Approval settings configured for your property
For the full scope of what you can do with our invoice function, please refer to this article: Invoice Generation and Management [Accommodation]