Invoicing

An invoice is the formal document you give a guest or company for their stay. While a folio is the live working ledger, an invoice is a fixed snapshot: it captures the charges, taxes, and totals at the moment you create it, gets a sequential invoice number, and becomes part of your records. You manage invoices under Finance > Invoicing.

Invoice types

When you generate an invoice from a folio you choose one of three types:

• Full Invoice - a complete invoice for all charges on the folio. Use this at checkout.
• Deposit Invoice - an invoice for a specific deposit amount only. Use this to bill a prepayment at booking time.
• Proforma Invoice - an estimate issued before final billing, for guests or companies who need figures in advance.

Generating an invoice

1. Open the folio from Finance > Folios.
2. Review the charges and payments to make sure everything is correct.
3. Click Generate Invoice in the folio toolbar.
4. Select the invoice type. For a Deposit Invoice, enter the Deposit Amount (the current folio balance is shown for reference).
5. Optionally choose a Payment Method. If that method has a surcharge configured (see below), Veridien shows the surcharge percentage and the amount it will add.
6. Click Preview to render the invoice PDF and check it.
7. Click Confirm & Download to create the invoice. It is assigned an invoice number, saved with a Draft status, and the PDF downloads to your computer.

Payment method surcharges

If your property charges a surcharge for certain payment methods (for example a card-processing fee), configure it under Finance > Taxes & Fees in Payment Method Surcharges. When you pick that method while generating an invoice, the surcharge is added as a separate line and reflected in the total.

Invoice statuses

Every invoice has a status, shown in the Invoicing list:

• Draft - just generated, not yet sent.
• Sent - delivered to the guest, or manually marked as sent.
• Paid - marked as paid.
• Voided - cancelled. Voided invoices stay in the list with a strikethrough so the record is never lost.

You change status from the actions menu (the three-dot menu) on each invoice row: Mark as Sent (from Draft), Mark as Paid (from Draft or Sent), and Void Invoice. A voided invoice cannot be sent or changed.

Sending an invoice by email

1. In the Invoicing list, open the actions menu on the invoice and choose Send Email.
2. The recipient defaults to the guest's email on file. If there is none, a warning appears and you can type an address.
3. Click Send Invoice.

Veridien emails the invoice as a PDF attachment. Sending also records the recipient and time, and moves a Draft invoice to Sent automatically.

Viewing, downloading, and printing

From the actions menu on any invoice you can also:

• View PDF - open the rendered invoice.
• Download PDF - save a copy to your computer.
• Print - open the PDF for printing, for guests who want a paper copy at checkout.

Branding your invoices

Open the Branding section on the Invoicing page to control how invoices look. You can choose a template variant (Classic, Modern, or Compact), set primary and secondary colors, pick a font, and add custom header and footer text. A live preview updates as you edit. These settings apply to every invoice the property generates, so set them once.

Booking confirmations and deposit invoices

When confirming a reservation you can send a booking confirmation email that optionally attaches a deposit invoice. In the confirmation dialog, keep Attach deposit invoice checked and either leave the amount blank to use the folio balance or enter a specific deposit amount. This generates the deposit invoice and emails it with the confirmation in one step. See Creating Reservations and Check-in.

Permissions

Generating, sending, marking, and voiding invoices require the billing.createInvoice permission. Viewing the invoice list and PDFs requires billing.view. See Users & Roles.

Related

• Folios - the ledger invoices are built from.
• Payments & Settlements - recording the payments behind an invoice.