How to Invoice a Group Reservation?

When a group reservation is created—either manually or automatically—all folio items (accommodation, taxes, and services) become active on each individual reservation page within the group.

Because of this, the Create Invoice button on the group reservation page will appear inactive when you hover over it:

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How to invoice a group reservation

You have a few options. Below is how to create one invoice for the entire group.

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Option 1: Create a single invoice for the whole group

To do this, you must first move all folio items from each individual reservation into the group reservation folio.

Step 1: Collect folio items

1. Go to the group reservation page.
2. Click Collect folio items.
3. Click Select all.
4. Click Collect items.
   
   

All folio items from every individual reservation are now transferred to the group reservation. They are active and ready to be invoiced.

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Step 2: Issue the invoice

1. Select all the items that should appear on the invoice.
2. Click Create Invoice.
3. Choose Create group invoice.

4. Select how to combine folio items and click OK.

5. Review the invoice and confirm all items are correct, then click OK.

6. Select the Invoice ID, Invoice type, and Invoice account, then lock the invoice.

7. After the invoice is locked, you can either record a payment or add existing payment to the invoice.

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Option 2: Create multiple invoices for the group

To create multiple invoices, start by moving all folio items from the individual reservations into the group reservation folio.

Step 1: Collect all folio items

1. Open the group reservation page.
2. Click Collect folio items.
3. Click Select all.
4. Click Collect items.

All items from each individual reservation will now appear in the group reservation folio and are ready to be invoiced.

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Step 2: Create the first invoice

1. Select the items you want to include on the invoice (e.g., accommodation for the entire group, services, selected rooms, or any individual folio item).
2. Click Create Invoice.
3. Choose Create group invoice.
4. If both a company and an individual are listed as bookers, choose who should be invoiced (e.g., company for accommodation, individuals for extras).
   • You can still change the invoice recipient later in the invoice editor before locking the invoice. 

5. Choose how to group the folio items, confirm the invoice recipient, and click OK.
6. Review the invoice, ensure all items are correct, and click OK.
7. Select the Invoice ID, Invoice type, and Invoice account, then lock the invoice.
8. Once the invoice is locked, you can record a payment or attach an existing payment.

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If an invoice was created for the full amount, but only a partial payment was made

Follow the steps from Option 1 to the end.

When recording the payment:

1. Click Edit next to the amount (of payment)
2. Enter the actual amount paid.
3. Click on Add.

The invoice will show the full amount due and an outstanding balance.

Before Adding payment:

After Adding partial payment:

When the remaining payment is received, simply record an additional payment and attach it to the same invoice.

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If accommodation was invoiced to the company, but remaining charges must be invoiced to individual guests.

If the accommodation has already been invoiced to the company but the remaining charges need to be invoiced to individual guests, follow the steps below.

1. Follow Option 2 up to Step 2

Proceed with Option 2 as usual until you reach Step 2 (creating the invoice).
When you are asked to select the booker, you can choose any option. This can be adjusted later in the Invoice Editor.

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2. Select the Individual Guest in the Invoice Editor

Once you enter the Invoice Editor:

1. Locate the Invoice for or Recipient field.

2. Select the correct guest from the list, or start typing their name to narrow the results.

3. Continue editing and finalising the invoice as needed.

You can repeat this process for as many individual guests as required within the group.

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3. Important: Collect All Items to the Group Reservation

Make sure all folio items are collected into the group reservation folio first. This makes invoicing for the group easier to follow the full process.
Once the items are active in the group folio, you can choose exactly which items to include on each individual invoice.

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4. Handling Payments Already Recorded on Individual Reservations

If a payment has been recorded on an individual reservation:

• You can collect the payment to the group reservation in the same way you collect folio items.

• However, unlike folio items, payments cannot be routed back to the individual reservation once collected.

  • Folio items can be moved back and forth.

  • Payments are final once collected.

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