The processing of payments for your holiday rental is often made in booking portals such as Booking.com, Expedia, Airbnb or Agoda. However, it’s sometimes necessary to create your invoice, especially for direct bookings. Or when payments are settled, customers request invoices. We show you how to create invoices for your vacation rental.
Define the default billing format
First, create an invoice template using Smoobu (Path: Configuration > Invoice Settings). In this section, you can configure all invoice settings.
1. Invoice Language
Choose the language for your invoice. Smoobu provides invoice templates in German, English, French, Spanish, Italian, Portuguese, Polish, and Greek.
2. Currency
Select the currency for your invoices. You can use your local currency (for example, PLN for Poland) or choose USD, EUR, or GBP, regardless of your country.
3. E-Invoicing (Optional)
Enable E-Invoicing (powered by Invopop) Smoobu currently supports legally compliant E-Invoicing in Germany and Italy, with Spain (VeriFactu only) coming soon.
To enable E-Invoicing, you must first enter a valid VAT number in the Tax Type section.
E-Invoicing is available for €5.90 per month per account and includes a free 7-day trial.
4. Tax Settings & Due Date
Toggle on "Apply tax", add your tax percentage and set the invoice due date.
For German invoices, a valid VAT number is required in the Tax Type section for taxes to appear on the invoice.
5. Sender Information
Enter your name and address, which will appear as the sender on the invoice.
6. Local Requirements
Depending on the invoice language, additional settings may appear:
Italian E-Invoicing: Define your fiscal regime.
German invoices: Choose the address layout (A4 or DIN 5008).
7. Tax & VAT Details
Select your tax type, and enter tax or VAT number (if applicable).
The tax percentage is applied to the base price only.
You can customize different tax rates for additional items such as cleaning fees and extras.
8. Payment Details
Set your default payment methods, payment terms, and optionally connect your PayPal.me link. For instructions, refer to the PayPal.me setup guide.
9. Notes & Logo
Upload your logo (maximum size: 2 MB) and add any custom notes you would like to display on the invoice.
How are invoices created?
You can create your invoices directly from the booking and save them locally on your computer or automatically in your Smoobu application. Calculation of total, net and gross amounts, etc. The operation is completely automated. Once done, click Create Invoice and a PDF will be created. Creating invoices has never been so easy.
I created an invoice and now I can process payment. However it does not show the invoice has been paid! Meaning I have to wait 2-3 days for the money to clear in the bank and only then check if the client has paid.
It does creates a BIG issue to me.
When guests requests additional services - pet fee, additional parking permits, additional guests, etc I cannot see that the guests paid. However the guests expect me to provide service for which they paid (or they said they did).
Such a simple, but VERY important function to add.
Can't agree with Jacob and Sons Relocation Ltd enough! Would be so much more helpful if there was some mechanism that automatically tracked payments. It's very manual to go in a check a box if the invoice is paid. We use Dubsado for another business and the payment tracking is automatic and very easy to identify. So important for getting out of a manual process for tracking payments.
Hoe kan ik standaard factuurproducten/services toevoegen. Bijv schoonmaakkosten. Zodat ik deze niet elke keer handmatig moet aanmaken en typen in de factuur. Is er een mogelijkheid om een lijst aan te maken waaruit je kan kiezen zodra je een factuur opsteld?
Bedankt voor uw reactie. De link verwijst naar de mogelijkheid om extra diensten toe te voegen zoals late check-out of extra bed. Maar ik ben op zoek naar waar ik de standaard kosten kan invoeren. Zodat ik deze makkelijk kan toevoegen aan de facturen. Kosten zoals schoonmaakkosten, verblijfskosten, borg ect. Dit moeten geen optionele diensten zijn om bij te boeken via de gastenportal.
Comments
7 comments
I created an invoice and now I can process payment. However it does not show the invoice has been paid! Meaning I have to wait 2-3 days for the money to clear in the bank and only then check if the client has paid.
It does creates a BIG issue to me.
When guests requests additional services - pet fee, additional parking permits, additional guests, etc I cannot see that the guests paid. However the guests expect me to provide service for which they paid (or they said they did).
Such a simple, but VERY important function to add.
Can't agree with Jacob and Sons Relocation Ltd enough! Would be so much more helpful if there was some mechanism that automatically tracked payments. It's very manual to go in a check a box if the invoice is paid. We use Dubsado for another business and the payment tracking is automatic and very easy to identify. So important for getting out of a manual process for tracking payments.
Ditto to the above comments, would really like if we could take the reminder payment automatically somehow.
Hi there,
We recently released a new feature to collect a balance payment.
While it is not automated, the ability to collect this is now live.
Head here to read more on how to do this.
Many thanks
Erika from the Smoobu Team
Goedendag,
Hoe kan ik standaard factuurproducten/services toevoegen. Bijv schoonmaakkosten.
Zodat ik deze niet elke keer handmatig moet aanmaken en typen in de factuur. Is er een mogelijkheid om een lijst aan te maken waaruit je kan kiezen zodra je een factuur opsteld?
Hi there,
We cover this in our guide: Where can I add Additional Items / Fees for my website?
You can add this "Additional Item" in Smoobu under: Settings / Booking System.
Also you can go there directly via this link: Booking system
Kind regards,
Erika from Smoobu
Bedankt voor uw reactie. De link verwijst naar de mogelijkheid om extra diensten toe te voegen zoals late check-out of extra bed. Maar ik ben op zoek naar waar ik de standaard kosten kan invoeren. Zodat ik deze makkelijk kan toevoegen aan de facturen. Kosten zoals schoonmaakkosten, verblijfskosten, borg ect. Dit moeten geen optionele diensten zijn om bij te boeken via de gastenportal.
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