💡 Important to know:
To rectify an invoice, you must use the desktop version of Little Hotelier.
In Spanish jurisdictions, there are regulations that require properties to use rectified invoices – that is, updated versions of existing invoices. Thankfully, Little Hotelier can help you by automating many of the tasks involved in creating and maintaining these rectified invoices.
Introduction to rectified invoices
In short, a rectified invoice is an updated version of an existing invoice. It can therefore be used to keep track of changes to an invoice and also provide guests with an up-to-date version.
In Spanish jurisdictions, properties are required by law to create a rectified invoice when specific details have been changed in a reservation. (These details will be covered below.) Furthermore, if the reservation changes again, a second rectified invoice needs to be made, and so on and so forth if additional changes are made.
➕ For example, let’s say a customer makes a booking for a two-night stay, then you take their payment and email them an invoice. But the next day the customer calls to change their reservation to a three-night stay with breakfast included. Once you have taken their additional payment, you then need to email them a rectified invoice containing the updated details.
Details that necessitate rectification
In other words, if specific details of a reservation are changed after an invoice has been made, Spanish laws mandate that a rectified invoice must be made.
To help you comply with Spanish law, Little Hotelier will automatically prompt you to rectify an invoice for changes affecting any of the following details:
Reservation dates
Number of rooms and extras booked
Price of rooms and extras
Descriptions of rooms and extras
Guest name
Guest address
Taxes applied to the booking
When any other invoice details are changed, you won’t be prompted, however you can still rectify the invoice , and due to Spanish law, you need to when any of the following details are changed:
Legal name of your company
Legal name of the customer
Address of your company
Address of the customer
VAT number of your company
VAT number of the customer
💡 ‘VAT’ means ‘Value-added tax’; a tax applied to goods and services in some jurisdictions.
Rectify an invoice
As explained above, if specific details for a reservation have been changed, you will encounter prompts that enable you to rectify the invoice.
💡 To rectify an invoice, you must use the desktop version of Little Hotelier. You will not be on the mobile app.
Rectify when automatically prompted
As explained above, if for a reservation have been changed, you will encounter prompts that enable you to rectify the invoice.
To rectify an invoice using this prompt:
Go to the Calendar or Reservations page > click on a reservation > in the pop-up, click on the Invoices tab
If specific reservation details have been changed, a prompt will appear enabling you to rectify the invoice
In the prompt, click Rectify invoice
Enter an Invoice rectification note describing the changes that have been made to the invoice, then click Rectify invoice
You will see the rectified invoice appear below in the Older Invoices and Invoice History sections
To rectify an invoice when processing a payment or refund, click Process Payment , select Email Invoice , and enter the required rectification note.
Rectify manually
If changes are made to any of the details not included in this list, you won’t be prompted to rectify the invoice and you’ll have to do it manually instead. Here’s how.
Go to the Calendar or Reservations page > click on a reservation > in the pop-up, click on the Invoices tab
In the Current invoice section, click rectify invoice
In the Rectify invoice pop-up, enter an explanation of what has been changed in the invoice, then click Rectify invoice
Email or print a rectified invoice
First, make sure you rectify the invoice. You can then email or print a rectified invoice in the same way as you would with regular invoices, so all you need to do is follow the steps in Generate, print, or email a guest invoice.
Frequently asked questions
Is Little Hotelier compliant with Spanish laws about invoice numbering?
Yes, invoices and rectified invoices are numbered in compliance with Spanish laws. These laws mandate that invoices must a) be numbered using a specific format, b) must not have any missing numbers in the sequence, and c) that rectified invoice numbers must use a prefix to indicate that the invoice has been rectified. (For this, we use the “R-” prefix.)
➕ Here are examples of the correct format for an invoice and a rectified invoice, respectively:
2022-01-property-001
R-2022-01-property-001
Is Little Hotelier compliant with Spanish laws regarding the format of rectified invoices?
In compliance with Spanish laws, all rectified invoices that are generated will have a format that contains, from top to bottom:
The title, “Rectified invoice”
The rectified invoice number
The date and time that the rectified invoice was created
The original invoice number
The date and time that the original invoice was created
The ‘Rectification note’, written by you
How do I write a rectification note?
In the rectification note, you need to list all changes that have been made to the reservation.
➕ Example: “Increased length of stay from two nights to three nights. Upgraded to a King Suite. Removed payment surcharge.”