Set up automatic invoicing

Automatic invoicing creates invoices for selected reservations on a fixed day each month, so you don't have to create them by hand. This works well for long stays and monthly billing.

The setup has two parts:

1. Create an invoicing rule that decides when invoices are created and which period they cover.
2. Connect the rule to the reservations that should be invoiced.

How the dates work

Before you create a rule, it helps to know how the date fields are read. Two simple rules apply:

1. Every date is counted from the run day.
The run day is the day of the month when the invoices are created. All other dates in the rule (start, end, invoice date and due date) are calculated from that day.

2. Months are counted first, then days.
You write dates as months (m) and days (d) added (+) or subtracted (-). Nitesoft first moves by the months, then by the days.

Example: The run day is the 25th, so the next run is on 25 October.

What's included in the invoice

The invoice includes everything on the reservation within the period from Start to End, such as accommodation, extra services and other charges.

Anything that has already been invoiced is never included again. If you've manually invoiced something on the reservation, the automatic invoice skips it, so nothing is billed twice.

Step 1: Create a rule

1. Go to Administration > Drop Down Lists and select Automated Invoicing Rule.

2. Click New Rule and fill in the fields:

Step 2: Connect the rule to reservations

Open a reservation and find the field Automated invoicing. Select your rule, and invoices for that reservation will be created according to the rule.

Ready-made examples

You can copy these two setups directly. They work every month, whatever its length.

Invoice next month in advance

Invoices go out on the 25th for the whole of the next month, with payment due before the stay starts.

Invoice last month afterwards

Invoices go out on the 1st for the month that just ended.

Tips

• Choose the 1st or the 25th as your run day. Every month has these days, so the dates always land correctly. Run days near the end of the month (28–31) are harder to get right, because months have different lengths.
• Hover to check the dates. Hover over any field in the rule and Nitesoft shows the exact date it gives for the next run. It’s the easiest way to make sure the rule does what you expect.
• You can still invoice manually. If you need to bill something separately, for example a one-off charge, invoice it as usual. The next automatic invoice will skip it.