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) - The invoice amount in dollars.

   • Description - What the invoice is for.

   • 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.

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, Security Deposit, Utilities, Maintenance Fee, or Manual Invoice.

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

   • Amount (AUD) - The invoice amount in dollars.

   • 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.

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.