Understanding Invoices

Invoice Types

Booking Invoices - Created from a booking for accommodation charges, add-ons, and pet fees.
Lease Invoices - Created from a lease for rent payments. These can be generated automatically or manually depending on the lease's invoice method.
Group Booking Invoices - Created from a group booking covering all sites in the group, with a per-site breakdown.
Standalone Invoices - Created independently for any other charges.

Lease Invoice Details

Lease invoices include date ranges in their description showing the period covered (e.g. "Rent - Monthly\n01/04/2026 - 30/04/2026"). When an invoice covers a partial period (such as the final period of a lease with a scheduled end date), it is automatically pro-rated and the description includes a (pro-rata) label.

Lease invoice amounts are calculated automatically based on the rent amount and payment frequency. For partial periods (e.g. a lease terminating mid-month), the amount is proportionally reduced.

For automatic-billing leases, invoices are generated Invoice Advance Days before each billing period starts (the default depends on the invoice method - 7 days for emailed PDF invoices, 5 days for Direct Debit - and is the same across all payment frequencies).

The due date on each invoice is the day before the period begins, so tenants pay before the period they're paying for.

Lease invoices can be collected automatically by Direct Debit through GoCardless, or created and emailed to the tenant as a PDF with a payment link for the tenant to pay manually. The method is set per lease. See Setting up Direct Debit (GoCardless).

Late Lease Invoices

If a lease invoice is generated for a billing period that has already started, the invoice is automatically flagged with a Late badge. This usually happens when:

An active lease is created with a start date in the past
The auto-invoice job is delayed past a billing period boundary

Late invoices are otherwise normal - they're issued, payable, and counted toward outstanding balances. The badge just makes the retrospective generation visible to you and the tenant.

Invoice Statuses

Unpaid - Awaiting payment.
Pending - A Direct Debit collection has been submitted to GoCardless and is in flight; the invoice moves to Paid once the payment confirms.
Paid - Payment received.
Overdue - Past the due date and still unpaid.
Voided - Cancelled and no longer counts toward outstanding balances.
Refunded - Payment has been refunded.

Status changes follow lifecycle rules that protect settled documents: only unpaid invoices can be voided, and a voided invoice stays voided - it cannot be marked paid or unpaid, or refunded. See Managing Invoice Status.

GST on Invoices

Each invoice records its GST treatment and GST amount at the moment it is issued, based on your GST settings and the charge itself. That record is fixed - changing your GST settings later applies to invoices issued after the change, and documents already issued keep the GST they were issued with. An invoice is titled TAX INVOICE when it includes GST, and invoices that combine GST treatments (for example a long-stay concession charge plus standard-rated add-ons) show a GST breakdown of each part. See GST Settings & Long-Stay Treatments.

Where to Find Invoices

Booking detail page - Invoices for that specific booking.
Lease detail page - Invoices for that specific lease.
Group booking page - Invoice for all sites in the group.
Customer profile - All invoices for a customer.
Invoices page - The central invoice management list under the campground menu.

Invoice PDFs

Every invoice can be downloaded as a PDF for record-keeping or sending to customers.