Smoobu can make an invoice for any booking, email it to your guest, and let you download it as a PDF. You create the invoice from the booking itself, then send it or download it. Every invoice you issue is also kept in one list so you can find it again later.
Before you start
You need both of these before you can create an invoice:
- Your invoice details set up once. Until you fill these in, the Create New button is blocked and clicking it sends you to the settings page. See .
- A booking to invoice. The invoice is always created from a booking.
Steps
- Open Bookings and click View more on the booking you want to invoice.
- Scroll to the Invoices card near the bottom of the booking page.
- Click Create New. The invoice opens with line items already filled in from the booking (the accommodation price, cleaning fee, and any prepayment), your sender details, and the guest set as the recipient.
- Check the invoice and edit anything you need to: change a line item, add an item, or edit the recipient's name and address.
- Choose how to finish:
- Save as draft keeps it editable and not yet final.
- Create finalizes the invoice.
- Create and Send finalizes it and emails it to the guest (see the next section).
Send the invoice to your guest
You can email the invoice as you create it with Create and Send. A window opens with these fields:
- Template: pick one of your saved message templates. Only templates that have the Include invoice checkbox turned on appear here, so if the dropdown is empty, none of your templates has that box checked.
- Recipients: the guest's email from the booking is filled in already. You can add more addresses, for example your own copy or a bookkeeping inbox.
- Subject: required.
- Message: required.
Click send. Smoobu attaches the invoice PDF automatically.
You can also send an already-finalized invoice later: open the menu on its row and click Send invoice to guest. A send window opens with the guest's email pre-filled; you can add recipients and edit the message.
Download an invoice as a PDF
Once an invoice is finalized (you clicked Create, so it is no longer a draft), open the menu on its row in the Invoices card and click Download as PDF. A draft can't be downloaded until you finalize it with Create.
Mark an invoice as paid
Each finalized invoice row has a Marked as paid switch. Click it to flip the invoice between paid and unpaid. The state changes right away, with no extra window to confirm. This switch is available on every account on the new invoicing system.
Find every invoice you have issued
All the invoices you create for guests are listed under Analytics > Issued Invoices. From there you can search the list, filter it by date, and download, edit, or delete an invoice. This is the place to go when you need to re-download an invoice or check what you have already sent.
Check it worked
- The invoice appears on the booking's Invoices card with an invoice number.
- It also appears in the list under Analytics > Issued Invoices.
- Downloading the PDF shows the recipient, the amounts, the tax, and your sender details filled in correctly.
Common problems
Clicking Create New sends me to settings instead
You have not set up your invoice details yet. Smoobu blocks invoice creation until you fill in your Invoice Settings once. Set them up, then come back to the booking. See .
I can't pick a template in the Create and Send window
The template dropdown in the Create and Send window only lists message templates that have the Include invoice box checked. Open your message templates, turn that box on for the template you want to use, then open the window again.
An imported fee from a channel shows 0% tax
When you invoice a Booking.com or Airbnb booking, Smoobu brings in the channel's extra fees (such as a cleaning fee) but sets their tax to 0% by default. To show the tax you want, edit that fee line in the invoice before you finalize it.
The invoice won't create, or the PDF looks wrong
If your settings are filled in but you still can't create an invoice, or the PDF shows the wrong amount or shows "due" on a booking you have already been paid for, see Your guest invoice won't generate or download.
Related articles
Still stuck?
If these steps didn't fix it, contact the Smoobu team: open the Help menu to open a ticket or book a call slot, or use the chat bubble in the bottom-right corner. To get the fastest answer, please include:
- Your Smoobu User ID (in the profile-icon menu, top right).
- The property name or ID, if it's about one property.
- The Booking ID, if it's about one booking (Bookings, then View more).
- The channel name, if it's about channel sync (Booking.com, Airbnb, Vrbo, and so on).
- A short step-by-step: what you did, what you expected, and what happened.
- Screenshots or a short screen recording of the problem.
- Your browser and operating system, if something looks wrong on screen.
Comments
4 comments
Is it possible to create content in the invoice in Thai language?
it would be great to add stripe payment button when sending invoices (optional)
Hi OKAS Agency,
Thank-you for your comment, I happened to find it by chance. In the future we recommend you to please open a ticket from your Smoobu session "Help" for quick assistance from the Smoobu team.
Sorry however the invoice template is not possible for the Thai language, sorry. It is available for: English, French, German, Spanish, Italian, Dutch, Greek, Portuguese, Polish and Russian. You can switch the chosen language in the top right-hand corner of Smoobu, then create your invoice.
Kind regards,
Erika from Smoobu
Hi Luke,
For now there isn't a Stripe button integrated onto the invoice, it is just for PayPal.me.
For Stripe payments, the balance collection options are either to manually charge the remaining, or send a Stripe link to pay the balance.
I agree the suggestion to have a Stripe button is indeed useful however we don't currently plan to implement it. That said, never say never ;)
Kind regards,
Erika from Smoobu
P.s. For quick support, we recommend you to open a ticket from your Smoobu session "Help" as this comments section doesn't alert us of your question. Best to always submit a ticket!
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