Creating Invoices on Bookings & Leases

Creating Invoices on Bookings & Leases

Generate invoices directly from a booking or lease.

From a Booking

1. Open the booking detail page.

2. Scroll to the Invoices section.

3. Click Create New Invoice.

4. Fill in the modal:

   • Use booking billing - A checkbox (enabled by default) to use the same billing information as the associated booking. Uncheck to enter custom billing details.

   • If unchecked, fill in the billing fields: First Name, Last Name, Company Name (optional), Email Address, Mobile Number, and Billing Address.

   • Total Amount (AUD) - For a charge identified as long-stay accommodation, enter the ordinary GST-inclusive amount before the long-stay treatment; Camper BMS applies the park's long-stay calculation. For an extra, enter the actual amount to invoice.

   • Description - What the invoice is for.

   • What Is This Charge For? - Shown on a booking of 28 nights or more when a long-stay GST method applies. Say whether the charge is an extra alongside the booking (cleaning, damage, a late checkout) or the booked accommodation itself. An accommodation charge takes its GST and customer-price calculation from the long-stay settings and carries no separate GST setting.

   • GST Setting - Shown when your organisation is registered for GST, for charges that are not the accommodation. Choose whether the charge includes standard 10% GST or no GST. See GST Settings & Long-Stay Treatments.

   • Due Date (optional) - When payment is due.

5. Click Create Invoice.

The customer will receive an email notification with payment instructions.

From a Lease

Lease invoices can be created automatically or manually, depending on the invoice method configured on the lease.

Automatic Invoicing

When the lease invoice method is set to Automatic, invoices are generated before each billing period starts (advance billing) without manual intervention. Each automatic invoice includes:

• The rent amount for the period (or a pro-rated amount for partial periods).

• A description with the payment frequency and the date range covered (e.g. "Rent - Monthly\n01/04/2026 - 30/04/2026").

• A (pro-rata) label when the invoice covers a partial period.

• A Late badge when the period start is already in the past at generation time.

• A due date set to the day before the billing period starts.

• GST and the customer price are resolved from the park's treatment when the lease's long-stay checkbox is ticked - see GST Settings & Long-Stay Treatments.

Invoice Advance Days controls how many days before each period the invoice fires. It defaults to 7 days for emailed PDF invoices and 5 days for Direct Debit collection - the same across all payment frequencies - and is capped at 14 days. For emailed PDF invoices you can override the default per lease.

The first invoice can be generated on activation by checking the Generate first invoice option. If unchecked, the first period is treated as already paid and the first invoice will fire Invoice Advance Days before the second period starts.

Manual Invoicing

When the invoice method is set to Manual, each invoice must be created by hand:

1. Open the lease detail page.

2. Scroll to the Invoices section.

3. Click New Invoice.

4. Fill in the details:

   • Invoice Type - Select the type: Rent Payment, Late Fee, Utilities, Maintenance Fee, or Manual Invoice.

   • GST Setting - Shown when your organisation is registered for GST. Choose whether the charge includes standard 10% GST or no GST. Your selection is what the invoice records. Rent on a lease marked as long-stay is the exception: its GST and customer price follow your organisation-wide treatment, the park's method, and the period the charge covers. See GST Settings & Long-Stay Treatments.

   • Invoice Customer - Choose a customer on the lease to invoice.

   • Amount (AUD) - For long-stay rent, enter the ordinary GST-inclusive amount before the long-stay treatment; Camper BMS applies the park's long-stay calculation. For other charge types, enter the actual amount to invoice.

   • Description - What the charge is for (e.g. "Monthly rent - March 2026").

   • Due Date (optional) - When payment is due.

5. Click Create Invoice.

The customer will receive an email notification with payment instructions. Manually created invoices are paid by the tenant. For automatic Direct Debit collection, set the lease's invoice method to Automatic - Collect via Direct Debit (GoCardless) instead - see Setting up Direct Debit (GoCardless).

From a Group Booking

1. Open the group booking page.

2. Click Generate Invoice.

3. A preview is shown with a per-site breakdown of charges.

4. Optionally edit the total amount.

5. Click Create Invoice to confirm.

A single invoice is created covering all sites in the group. Each booking in the group is assessed on its own dates for GST, not on the group's overall span, so a short booking sitting inside a long group stays standard-rated while the bookings that run 28 nights or more get the concession from their own day 28. See GST Settings & Long-Stay Treatments.

During Booking Creation

When creating a new booking via the admin panel, you can toggle Create Invoice on to automatically generate an invoice. Choose between automatic calculation (based on the booking price) or enter a custom amount.