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 the presentable record built from it. You do not create invoices by hand: Veridien creates one automatically for each reservation. You manage them under Front Desk > Invoices.

When a reservation has a folio, Veridien creates exactly one invoice for the stay automatically. There is no "generate" step. The invoice is created as a Draft and is assigned its number the moment it is created. Beside it you can issue deposit invoices, pro-formas and credit notes; each is its own document with its own number.

While it is a draft, the invoice stays live: its contents are recomputed from the folio each time you open it, so any charge or payment you add to the folio is reflected without regenerating anything. The invoice is frozen into a fixed record the first time you move it out of draft (Mark as Sent or Mark as Paid). From that point its figures no longer change, even if the folio is edited later.

You can reach the invoice two ways:

• Front Desk > Invoices lists every document for the property. The Type column says what each one is (Invoice, Deposit invoice, Pro-forma or Credit note) and whether it is a draft, credited, converted or voided; the Type filter shows one kind at a time.
• From the reservation's folio, click View Invoice in the toolbar to open the invoice for that stay. When the stay has more than one document, Documents on the invoice page switches between them.

Each invoice is assigned a sequential number when it is created. The number is minted automatically and cannot be set by hand, which keeps your numbering unbroken for tax purposes. A voided or skipped invoice simply leaves a gap, which is acceptable.

By default the number is a plain zero-padded sequence: 0001, 0002, 0003, and so on. You can customize the format in the invoice Design Studio (see below):

• Add a prefix, for example INV.
• Include the year, which produces numbers like INV-2026-0001. When the year is included, the sequence resets at the start of each calendar year; without it, the sequence runs continuously so plain numbers never collide across years.
• Change the padding width of the sequence.

Changing the format only affects invoices created afterward. It never rewrites a number that has already been assigned.

Invoices and deposit invoices share this sequence. Credit notes and pro-formas each run a sequence of their own, with their own prefix: CN and PF by default, so the first ones are CN-0001 and PF-0001. Change the prefixes beside the number format; each of the three must differ from the others. A pro-forma never uses up an invoice number.

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

• Draft - created, not yet sent, still live against the folio.
• Sent - delivered to the guest, or manually marked as sent. The figures are now frozen.
• Paid - marked as paid.
• Voided - a draft that was cancelled before it was issued. Voided drafts 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 draft (from Draft only).

A credit note corrects an issued invoice without touching it. Choose Issue credit note from the invoice's actions menu, or on the invoice page, then choose how much to credit and give the reason (it is printed on the note):

• All that remains credits the whole invoice, less any credit notes already issued against it. The folio is left as it is, so you can correct it and invoice again. The invoice then shows as Credited and drops out of the overdue list.
• An amount credits part of the invoice. It also adds one negative adjustment line to the folio, so the guest owes that much less. When the credits reach the invoice total, the invoice shows as Credited.

A credit note is issued the moment you confirm it, with the next credit note number, and can never exceed what remains of the invoice, even when two people credit the same invoice at once. It can be sent, downloaded and printed like an invoice.

For now a stay's own invoice can be credited but not issued a second time: correct the folio with a credit note for the amount instead.

A deposit invoice asks the guest for part of the stay up front. On the reservation's invoice page choose New document > Deposit invoice. The amount starts at the deposit the booking's payment terms asked for; change it if you need to, pick the due date, and confirm. The deposit invoice takes the next invoice number and is issued at once. A stay can have several.

The deposit the guest pays is recorded on the folio like any other payment, and the stay's final invoice lists the deposit invoices issued for it.

A pro-forma is a quote shaped like an invoice: the folio as it stands, printed "Pro-forma, not a tax invoice". On the reservation's invoice page choose New document > Pro-forma. It takes the next pro-forma number, is frozen when it is made, and is left out of totals, overdue lists and reports. It asks for no payment and takes no credit note.

When the guest confirms, choose Convert to invoice: Veridien issues the stay's invoice from the folio as it is then and links the pro-forma to it.

1. In the Invoicing list, open the actions menu on the document and choose Send (for example Send invoice or Send credit note).
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.

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.

Open the invoice Design Studio to control how invoices look. Settings apply to every invoice the property creates, so you set them once. A live preview updates as you edit, and it matches the generated PDF.

• Template - choose Default or Classic.
• Colors and fonts - set the accent color and typography.
• Layout - set the density (Compact, Normal, or Relaxed), page margin, and logo size and alignment.
• Logo - upload your property logo (PNG, JPG, or WebP, up to 2MB).
• Sections - toggle which blocks appear on the invoice.
• Content - edit the title, footer, and payment instructions, inserting variables such as the guest name where you want them filled in per invoice.
• Invoice settings - set the payment-due window, the invoice-number format, and the credit note and pro-forma prefixes described above.

Sending, marking and voiding drafts, and issuing deposit invoices and pro-formas, require the billing.createInvoice permission. Issuing a credit note requires billing.issueCreditNote (Issue Credit Notes), which the Manager role has by default. Viewing the invoice list and PDFs requires billing.view. See Users & Roles.

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