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Invoices are in the menu under Accounting → Invoices (“Manage and track property invoices”). You need permission to view accounting.

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1. Choose who issues invoices

In Settings → Organization, tab Invoicing, field Invoice Provider: With several Legal entities (say one company for accommodation and another for the restaurant), each can choose its own provider on its Fiscal / e-invoicing tab. If an issuer has no provider, Gridbeds tells you which ones it cannot invoice for.

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Numbering series

With Gridbeds (issued here), the Invoicing tab shows Numbering series. Click New series and fill in the document type (Invoice, Proforma or Credit note), the Series name (e.g. FCT), Issued by and the First number.
  • Change next number only moves numbering forward, never back.
  • Use by default picks the series offered for its document type.
  • Delete series is refused once the series has numbered a document.

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2. Issue the invoice

In the booking, the Running Bill panel has Issue Check-out Invoice. The invoice covers the stay and the charges on the bill, and deducts the advances already invoiced.
The customer’s tax ID. In New Invoice, Tax ID (CUI / CNP) (P.IVA for an Italian organization) is optional. Leave it empty for a private person and the invoice is issued to them as a B2C invoice; in Romania you can enter their CNP instead, if they want it on the invoice. A company is invoiced by its tax ID: entering a CUI, P.IVA or VAT number is what makes the invoice B2B. On an issued invoice you can Download PDF, Send, Record Payment, create a Payment link (the guest pays the rest online) and Edit dates & notes — after issue, only the due date and the notes can change. The rest is shown as issued: the totals are the document’s own, and a discounted line’s price already has its discount taken off. The invoice’s language. An invoice is written in the language of the country of the company that issues it: Romanian for a Romanian company, Italian for an Italian one. That covers the PDF and every line Gridbeds writes itself (the stay, fees, tourist tax, an advance and its reversal, a credit note’s note, a tip or a delivery fee charged to the room, an early check-in or late check-out the guest bought, a transfer), whatever language your screen or your organization is set to. What you type (an extra’s name, a charge, the reason for a storno) keeps your wording. The email that sends the invoice to the guest is written in the guest’s language; the PDF attached to it stays in the issuer’s. The order of the lines. An invoice lists its lines in the order of the bill, the order the folio shows the charges in (by date). Every copy keeps that order and numbers the lines 1, 2, 3… in it: the PDF, the e-Factura, the fattura, a reprint months later, and a storno of the invoice, whose lines follow the invoice’s. The VAT in the totals. An invoice’s totals, in the list and in its detail, show the VAT at the rate its lines carry: Tax (10%) on an invoice whose lines are all at 10%. An invoice with lines at more than one rate shows Tax with the whole VAT, then one row per rate with its base and its VAT, lowest rate first, the breakdown its PDF prints. A credit note shows the same, with negative amounts. Footer and terms on the printed invoice. In Settings → Legal entities, open the entity and its Invoice appearance tab: Footer text (up to 500 characters) is printed at the bottom of the last page, and Payment terms / legal note (up to 2000 characters) is printed just above it, under the heading Terms. Both appear on every PDF this entity issues from Gridbeds, in the words and with the line breaks you typed, and only when filled in; they are not translated. The invoice sent to the e-invoicing system (e-Factura, SDI) does not carry them, and an invoice issued through SmartBill or Oblio is printed by that provider. They follow the entity’s current text, so a reprinted old invoice shows what is there today.

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The customer’s country

Every invoice names the customer’s country, and Gridbeds never fills one in by itself: an invoice to a guest whose profile has no country is not issued, and its number is not used up (“The customer’s country is not on file…”).
  • At check-out, when the guest’s profile has no country, the Running Bill panel asks for Country the guest is billed in next to the button. It is prefilled with what your records point to, and says where it comes from: the identity document the guest checked in with, then their nationality, then the country the booking channel gave. Check it is where the guest is billed — a guest’s nationality is not always where they live — and change it if not. The country you confirm is kept on the guest’s profile. With nothing on file the field is empty and you choose it.
  • New Invoice opens with no country selected (your organization’s country is at the top of the list): choose the customer’s.
  • A company the stay is billed to is a billable party, and its country is the one on its card. Gridbeds never fills it in: a company added from a VAT number without a country prefix (RO…, IT…) has no country until you set it in Settings → Billable parties, and its invoice is not issued until then.
  • An advance invoice for a guest without a country waits: the daily run issues it once the country is on the guest’s profile.

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Advance invoices

In Settings → Organization → Invoicing, section Advance invoices (facturi de avans):
  • Issue advance invoices automatically — Gridbeds issues an advance invoice for every deposit collected (online or at the desk).
  • Lead time (days) — 0 to 14.
An advance not yet invoiced is invoiced automatically before Romania’s legal deadline (the 15th of the month after it was collected) — Gridbeds applies that deadline in every country today. On the check-out invoice the advance is reversed on its own line, at the VAT rate of the day it was paid.

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Corrections: storno and cancellation

  • Storno / Credit Note issues a correcting document (the Issue Credit Note (Storno) window, button Issue Credit Note). The original invoice shows as Reversed, the credit note as Reversal of the original.
  • Anulare (Administrative Cancel) voids the invoice without issuing a correcting document.
  • When you record a refund against an invoice, Gridbeds prepares a storno and shows it in the Proposed storno drafts banner. Issue it (Issue credit note) or dismiss it with a reason (Dismiss (no storno needed)).
Statuses: Draft, Issued, Sent, Paid, Partially Paid, Cancelled, Overdue, Credit Note.

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Electronic invoicing, by country

What happens to an invoice after you issue it depends on the issuer’s country: