After creating a reservation, you can generate, print, and e-mail an invoice or receipt for the booking.
Generate an invoice
Before generating an invoice, check that all reservation details on the Details tab are correct.
To generate an invoice:
Go to the Calendar page or the Reservations page and locate the reservation.
Click the reservation to open the summary pop-up.
Go to the Invoices tab.
Click Generate invoice.
⚠️ Editing reservation details after generating an invoice may require an invoice update. Updating the invoice creates a new invoice with a different invoice number.
Update an existing invoice
An invoice update is required if any of the following change after the invoice has been generated:
Check-in or check-out date
A room (added or removed)
Room type, rate plan, or number of occupants for a room stay
Extras (added, changed, or removed)
A payment (recorded, processed, or refunded)
Customer details
Reservation status
⚠️ Only update an invoice when necessary. Each update creates a new invoice — avoid accumulating a large number of invalid invoices in your system.
To update an invoice:
Go to the Calendar page or the Reservations page and locate the reservation.
Click the right side of the reservation booking marker to open it.
Edit the reservation details and click Save.
Go to the Invoices tab.
Click Invoice is outdated, click here to update.
⚠️ Clicking Invoice is outdated generates a new invoice and marks the current invoice as Invalid.
💡 Once an invoice is created, it cannot be deleted or modified. The system keeps all previous versions in case you need them. Only the latest invoice is valid — all previous versions display an "Invalid" watermark.
How invoice numbering works after an update
Each time you update an invoice, the new version keeps the original invoice number with an incrementing number added to the end.
➕ For example, if your original invoice number is "abc-100-xyz":
After the first update: "abc-100-xyz-1"
After 10 updates: "abc-100-xyz-10"
This number tracks how many updates the invoice has received, not how many versions exist.
What′s included in an invoice
Section | Details |
Header | Custom header (if set up in Customise invoice) |
Invoice details | Invoice number, invoice date |
Property details | Logo, name, address, phone number, main contact phone number, enquiry e-mail, tax number, payment policy |
Guest details | First name, last name, address, city, state, postcode, country |
Reservation details | Reservation number, reservation status, arrival, departure, nights, adults, children, infants |
Charges breakdown | Date, description (rate plan), room number, quantity (for extras), item total, total |
Payment summary | Payments, subtotal, total, outstanding balance, payment status (Paid or Unpaid) |
💡 Your invoices can be customised. Go to Customise invoice to add a logo, header, and other property details.
⚠️ For cancelled reservations, the invoice may show an outstanding balance if the refund is recorded before the original payment. To show a balance of 0.00, record the original payment first, then record the refund.
Print an invoice
To print an invoice for a specific reservation:
Go to the Calendar page or the Reservations page and locate the reservation.
Click the reservation to open the summary pop-up.
Click Print and select Invoice from the drop-down menu.
Click Print to confirm.
💡 You can also save the invoice as a PDF by selecting Save as PDF.
E−mail an invoice
⚠️ Before sending an invoice, confirm it is up to date in the reservation's Invoices tab. The invoice e-mail is not customisable.
To e-mail an invoice for a specific reservation:
Go to the Calendar page or the Reservations page and locate the reservation.
Click the reservation to open the summary pop-up.
Click E-mail and select Invoice from the drop-down menu.
The invoice is sent to the primary contact e-mail address on the reservation.
Why print or e−mail invoices?
⚠️ Check your local laws — some regions require you to provide guests with an invoice and to keep a copy for your records.
Printing and e-mailing invoices helps you:
Give guests a clear summary of their charges and payments / Provide guests with a receipt for their stay
Support your accounts team with income records for accounting and revenue audits
💡 If you don't have Little Hotelier Pay, you can use the invoice as a receipt for the guest. Record the guest's payment first to show an outstanding balance of 0.00.