Invoicing
Generating, sending, and managing invoices for guest stays.
An invoice is the formal financial document that records what was charged, what was paid, and what (if anything) remains outstanding. While folios are internal working documents that evolve throughout a stay, invoices are the polished output — the document you hand to the guest, email for their records, or file for your own accounting purposes.
In Veridien, invoices are generated from folios. The system pulls the posting history, payment records, and tax breakdowns into a formatted document that meets local tax compliance requirements. Understanding when and how to generate invoices keeps your property's financial records clean and your guests confident in the accuracy of their bills.
Generating an invoice
Invoices are typically generated at checkout, but they can be created at any point during or after a stay.
Open the guest's folio from Front Desk > Guests (for current guests) or from the Dashboard (for guests checking out).
Review the folio to confirm all charges and payments are correct. This is your last chance to catch errors before they appear on an official document.
Click Generate Invoice in the folio toolbar.
The system presents a preview showing the invoice number, guest or company details, itemized charges, tax breakdown, payments applied, and the balance due (if any).
Verify the billing address. This defaults to the address on the guest profile. You can edit it if needed.
Click Finalize Invoice. The invoice is assigned a sequential number and becomes a permanent record.
Invoice numbering
Veridien assigns invoice numbers automatically using a sequential format configured in Settings > Billing. This sequence cannot be overridden manually, ensuring compliance with local tax regulations that require unbroken invoice number sequences.
Sending invoices
Once an invoice is finalized, you can deliver it to the guest or billing entity through three channels:
Email — Click Send on the invoice and enter the recipient's email address. The system pre-fills the email from the guest profile. The invoice is sent as a PDF attachment with a brief cover message. You can customize the message before sending.
Print — Click Print to send the invoice to your connected printer. This is common for guests who prefer a physical copy at checkout. The printed invoice uses your property's branded template.
Download — Click Download to save the invoice as a PDF file. This is useful when you need to attach the invoice to an email outside of Veridien, upload it to a corporate portal, or keep a local backup.
All sent, printed, and downloaded invoices are logged in the invoice history, so you can see exactly when and how each invoice was delivered.
Scenario: standard guest checkout with invoice
Maria Torres is checking out after a four-night stay. Her folio shows four nights of room charges ($195/night) plus taxes and $230 in restaurant and spa charges.
Step 1: Review the folio. The front desk agent opens Maria's folio from Front Desk > Guests and reviews all charges to confirm they are correct.
Step 2: Record payment. Maria pays the outstanding balance with her credit card. The agent records the payment and the folio reaches zero.
Step 3: Generate the invoice. The agent clicks Generate Invoice on the folio. The preview shows Maria's billing address, itemized charges by night, tax breakdown, payments applied, and a zero balance due.
Step 4: Finalize and send. The agent finalizes the invoice and clicks Send. The system emails the invoice PDF to Maria's email address.
Maria departs with a clean checkout, a professional invoice for her records, and the property's accounting records are complete.