Invoicing

An invoice is the formal document you give a guest or company for their stay. A folio is the live working ledger; an invoice is the presentable record built from it. You do not create invoices by hand: Veridien creates one for each reservation. You manage them under Money > Invoices.

When a reservation's folio has its first charge or payment, Veridien creates exactly one invoice for the stay. There is no "generate" step. The invoice starts as a Draft and gets its number the moment it is created. Beside it you can issue deposit invoices, pro-formas and credit notes; each is its own document with its own number.

While it is a draft, the invoice stays live: its contents are worked out from the folio each time you open it, so any charge or payment you add to the folio shows on it without regenerating anything. The invoice is frozen into a fixed record the first time it leaves draft (sent, or marked as sent or paid). From then on its figures do not change, even if the folio is edited later.

You can reach an invoice two ways:

• Money > Invoices lists every document for the property. The Type column says what each one is (Invoice, Deposit invoice, Pro-forma or Credit note) and notes when it is a draft, voided, credited or converted. Under Filters, Type shows one kind at a time, Overdue only shows invoices with an unpaid balance past their due date, and Issued date narrows the dates.
• On the folio, select View invoice to open the invoice for that stay. When the stay has more than one document, Documents on the invoice page switches between them.

Each invoice gets a sequential number when it is created. The number is assigned automatically and cannot be set by hand, which keeps your numbering in order for tax purposes. A voided invoice leaves a gap in the sequence, which is acceptable; a number is never used twice.

By default the number is a plain zero-padded sequence: 0001, 0002, 0003, and so on. Change the format under Property Settings > Invoices, in Numbering and terms:

• Prefix: text in front of the number, for example INV.
• Include year: adds the calendar year, for numbers like INV-2026-0001, and restarts the sequence each year. Without it, the sequence runs on across years so plain numbers never repeat.
• Sequence digits: how many digits the number is padded to.

Next number preview shows what the next invoice will be numbered. A change applies only to invoices created afterward; a number already assigned never changes.

Invoices and deposit invoices share this sequence. Credit notes and pro-formas each run their own sequence with their own prefix, CN and PF by default, so the first ones are CN-0001 and PF-0001. Change them with Credit note prefix and Pro-forma prefix; each of the three prefixes must differ from the others. A pro-forma never uses an invoice number.

Every invoice has a status:

• Draft: created, not yet sent, still following the folio.
• Sent: emailed to the guest, or marked as sent. The figures are now frozen.
• Paid: marked as paid.
• Voided: a draft cancelled before it was issued. Voided drafts stay in the list, struck through, so the record is never lost.

Change the status from the actions menu on each row of the Invoices list: Mark as sent (from Draft), Mark as paid (from Draft or Sent) and Void draft (from Draft only).

A credit note corrects an issued invoice without changing it. Choose Issue credit note from the invoice's actions menu in the list, or on the invoice page. Then choose how much to credit and give a Reason, which is printed on the note:

• All that remains credits the whole invoice, less any credit notes already issued against it. The folio stays as it is, so you can correct it and invoice again. The invoice then shows as Credited and drops out of the overdue list.
• An amount credits part of the invoice. It also takes that amount off the folio, so the guest owes less. When the credits reach the invoice total, the invoice shows as Credited.

A credit note is issued the moment you confirm it, with the next credit note number. It can never be more than what remains of the invoice, even when two people credit the same invoice at once. You can send, download and print it like an invoice.

A stay's own invoice can be credited but not issued a second time. To correct the folio, issue a credit note for the amount instead.

A deposit invoice asks the guest for part of the stay up front. On the reservation's invoice page, choose New document > Deposit invoice. The Amount starts at the deposit the reservation's payment terms ask for; change it if you need to, pick the Due date, and select Issue deposit invoice. The deposit invoice takes the next invoice number and is issued at once. A stay can have several.

The deposit the guest pays is recorded on the folio like any other payment, and the stay's final invoice lists the deposit invoices issued for it.

A pro-forma is a quote shaped like an invoice: the folio as it stands, printed "Pro-forma, not a tax invoice". On the reservation's invoice page, choose New document > Pro-forma. It takes the next pro-forma number, is frozen when it is made, and is left out of totals, overdue lists and reports. It asks for no payment and takes no credit note.

When the guest confirms, choose Convert to invoice: Veridien issues the stay's invoice from the folio as it is then and links the pro-forma to it.

1. In the Invoices list, open the actions menu on the document and choose Send followed by its type (for example Send invoice or Send credit note). On the invoice page, select Send email.
2. The Recipient email is the guest's email address on file. If there is none, a notice says so and you can type an address.
3. Select Send invoice.

Veridien emails the invoice with the PDF attached. Sending records the recipient and time, and moves a draft invoice to Sent.

From the actions menu on any document in the list you can also:

• View PDF: open the rendered document.
• Download PDF: save a copy to your computer.
• Print: open the PDF for printing, for guests who want a paper copy at checkout.

The invoice page has the same actions as Print and Download, and View folio to go back to the folio.

Open Property Settings > Invoices and select Invoice editor to control how invoices look. The design applies to every invoice the property creates, so you set it once. Preview PDF shows the generated PDF, and Save stores the design.

• Template: choose the Preset (Default, Card or Classic), with table and totals colors under Advanced.
• Typography: set the body and heading fonts, base size and scale.
• Layout: set the Density (Compact, Normal or Relaxed), page margin, and logo size and alignment.
• Invoice settings: set Payment due (days).
• Logo: upload your property logo (PNG, JPG, WebP or GIF, up to 2 MB).
• Sections: choose which blocks appear, such as the bill-to details, stay dates, line items, taxes, payments, totals, payment instructions and footer.
• Content: edit the Title, Footer, Payment instructions and Terms, inserting variables such as the guest name where you want them filled in per invoice.

The Tax registration number printed on every invoice, and Default tax presentation (itemized or one combined tax line), are set under Property Settings > Invoices.

Sending, marking and voiding drafts, and issuing deposit invoices and pro-formas, need Create & Send Invoices (billing.createInvoice). Issuing a credit note needs Issue Credit Notes (billing.issueCreditNote), which the Manager role has by default. Viewing invoices and their PDFs needs View Folios & Charges (billing.view). See Users and roles.

• Folios: the ledger invoices are built from.
• Payments and settlements: recording the payments behind an invoice.