Automatic Invoicing
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      Automated Prepayment Invoices for SabeePay Transactions

      This article explains how to automatically generate itemized prepayment invoices for successful SabeePay transactions.

      The enhanced automatic itemized prepayment invoicing now supports both full and partial payments, offering greater flexibility and accuracy:

      • Applies to payments made in the IBE (booking engine), CP (customer portal), or GAT (GuestAdvisor App) for individual, private person reservations.
      • Reflects policy-defined percentages, including for partial payments.
      • Integrates seamlessly with manual prepayment invoices.

      Activating the Feature

      1. Go to Settings > SabeePay Settings.
      2. Turn on the Automatic prepayment invoice slider.
      3. A popup will appear to confirm activation.

       


      Default Settings

      After activation, you'll be directed to the Prepayment tab, where default settings for automated invoicing can be configured. This tab is only visible when the feature is active.

       



      1. Default Invoice Account

      Set the invoice account under Settings > Invoice > Accounts, with an option to add a new account.

      2. Default Invoice Number

      Choose the invoice number format under Settings > Invoice > Invoice Number.

      3. Fulfillment Date

      Select one of the following:

      • Prepayment invoice issue date: The date the invoice is generated.
      • Arrival date: The reservation’s arrival date.

      Validation and Restrictions

      We have implemented a check in the Settings / Invoice / Accounts and Settings / Invoice / Invoice Number sections to ensure that values specified in the ‘Prepayment' tab cannot be deleted. Attempting to delete them will trigger a popup notification.

       

      Integration in IBE (Internet Booking Engine)

      When this feature is active, the Payment section in step 3 of the booking process includes:

      1. Invoice Details Checkbox:
        • A checkbox labeled Invoice details are identical to Booker details, checked by default.
        • Unchecking it displays fields for entering invoice details.

       

       

       

      If the checkbox 'Invoice details are identical to Booker details' remains checked, the invoice will be issued using the details provided in the 'Enter Booker details' section.

      For those with the 'Automatic prepayment invoice' feature active, the following fields will be mandatory in the Distribution / IBE / Basic setup /Required fields section:

      • Postcode
      • City
      • Address

      As long as the 'Automatic prepayment invoice’ feature is active, a note will be displayed in the required fields section to explain the necessity for these fields.

      Company Invoice Checkbox:

      • A second checkbox labeled I need a Company invoice allows users to input company details (e.g., name, address, tax ID) via a popup form.
      • Once saved, these details are displayed and can be reset by unchecking and rechecking the checkbox.

      Following this, when the user clicks 'Book now' or 'Book now, pay later', a notification email will be sent to your notification email address with the following content:

      'Subject: New Company Invoice Request for Reservation /%rescode%/ - SabeePay

      Content:

      Dear /%propertyname%/,

      We would like to inform you that a new Company invoice request has been initiated for the reservation with the code /%rescode%/. The Booker has provided the Company invoice details, and you can access this information in the Notes as a comment.

      For your convenience, please use the button below to access and review the reservation.

      [Open Reservation Button]

      Should you have any questions or require further clarification, please feel free to reach out to us. We are here to assist you.

      Best regards,

      SabeeApp'

      Invoice Generation and Sending:

      1. For Private Individuals:
        • A prepayment invoice is automatically generated and sent to the booker’s email if the Automatic prepayment invoice notification is active in Settings > SabeePay.
      2. For Companies:
        • Prepayment invoices must be created manually.

      Invoice Details

      • Fulfillment Date: Based on the Prepayment tab settings.
      • Currency: Matches the SabeeApp account currency.
      • Invoice Type: Instant payment.
      • Invoice Account: Based on the Prepayment tab settings.
      • Date of Issue & Due Date: The date the invoice is generated.
      • Invoice ID: Set according to the Prepayment tab.

      A successful invoice is logged in the reservation’s Activity section and marked as paid.

       

      Partial and Full Payments Support:

      Automatic itemized prepayment invoices will be generated for both partial and full payments. For partial payments, the percentage is determined by the policy settings. Automatic itemezied prepayment invoice generation is based on the following rules:

      1. Triggering Events

      • IBE Immediate Payment: If the guest pays during the booking process in the IBE, the prepayment invoice will be generated automatically.
      • CP or GAT Post-Payment: If the guest pays later through the CP (Customer Portal) or GAT (GuestAdvisor App), the invoice will still be automatically created.

      2. Percentage-Based Calculation

      • The invoice will reflect the percentage of the total amount due as defined in the policy settings.
      • Example:
        • The reservation includes:
          • 3 nights
          • 3 city taxes
          • 1 bicycle rental
        • Policy requires 60% prepayment.
        • The invoice will list 60% of the price for each item category.

      3. Policy-Driven Exceptions

      • If the policy specifies "first night" payment in the Payment section, no automatic itemized prepayment invoice will be generated.

      Additional Information

      1. Interaction Between Automatic and Manual Prepayment Invoices

      • If an automatic itemized prepayment invoice is created via IBE payment, additional manual itemized prepayment invoices can still be generated for remaining amounts.
      • The prepayment slider will be available for manual invoices.
      • Similarly, if a manual itemized prepayment invoice has been issued, additional automatic invoices can be generated for subsequent payments following the same rules.

      2. Coupon Handling

      • If a coupon is included in the booking, the prepayment invoice will still calculate the prepayment percentage on the total amount, including the coupon.
        • Example:
          • Booking value: €200
          • Coupon: €100
          • Policy requires 30% prepayment.
          • The prepayment invoice will show €30, calculated as 30% of the total, including the coupon.

      3. Folio-Based Invoicing for CP (Customer Portal) and GAT (GuestAdvisor App)

      • Payments made in CP or GAT will use the Folio as the basis for the itemized prepayment invoice.
      • This ensures clarity and consistency in determining which items are included in the invoice.

      Group Reservations

      For Group reservations prepayment invoices must be created manually.

      Deactivating the Feature


      If the 'Automatic prepayment invoice' feature is deactivated, a popup will appear with the following content:

      Once confirmed, the feature will be deactivated. If the 'Automatic prepayment invoice notification' and the 'Notification for successful invoice creation' were active, these will also be deactivated.