Create a multi-booking invoice in just three steps.
In this article we will explain how to add all or some charges from multiple bookings into one invoice. This can be useful if these bookings belong to one company or travel agency that prefers to receive one invoice for all their bookings on a weekly/monthly basis.
We are using the group booking feature for this, adding all bookings to the same group in order to create one invoice. There are three steps to follow:
1. Splitting Charges by Item (optional)
This is optional and depends on the use case. If you want some charges to be paid by the guest and others to be paid by the company for example. However, if you move those charges directly to the group (as explained in step 3), then this step might not be necessary.
For each individual booking:
- By clicking the three dots on the Proforma, you can find the option "split by items". This will allow you to divide the booking's items into separate proformas:
- Guest Proforma: This proforma should contain the items chargeable to the guest.
- Company Proforma: This proforma should contain the items chargeable to the company.
To ensure that all company-related charges are available for later invoicing, these should remain in a proforma and should not be finalized. Also after check-out.
2. Add booking to existing or new group:
To create a one invoice for multiple bookings, these bookings should belong to the same group.
You can add bookings to an existing or new group from the Booking List. To quickly find the bookings you are looking for the most common filters used are:
- Company: Filter by the specific company you are invoicing.
- Check-in Date: Filter by the check-in date range for the month you are invoicing. This helps isolate the correct bookings.
- Check-out Date: Filter by the check-out date range for the month you are invoicing. This helps isolate the correct bookings.
Once you've applied the necessary filters, select the relevant booking(s) with the checkbox on the left side. Then click on the "Create Group" button (see image below). Now you can create a new group for these bookings or add them to an existing group.
3. Move charges to group invoice:
In the group booking, after all the bookings are added, you can create the Statement Proforma.
Open to the group booking, you can find group bookings from the Booking List under the tab Group Bookings. When you've opened the group booking, click on "New Statement".
- Consolidation: Select the booking number, document, and items required for the Statement. It can be added manually one by one if there are only a few bookings, or it can be made via the Bulk Add Items to make it faster when we have multiple bookings.
Now you can select the charges you want to move to the group. You can select this per booking or use Bulk Add Items to move all charge types in one time. If using the bulk feature, make sure to click on the "+" button after selecting the charge types. The click "Save".
The proforma is now created. If you're happy with the result you can finalize it by click on the three dots and select Finalize. Then it turns into an invoice which you can send to the company.