How do I find, track and download the invoices I issued to guests?

Every invoice you have issued in Smoobu is listed under Analytics > Issued Invoices. Open that page and download one invoice as a PDF, or tick several and download them together as a ZIP file. You can also download an invoice from the booking it belongs to. Drafts are not in the list: an invoice only appears once you have issued it. The same page shows which invoices are still unpaid, and you can mark them as paid there.

Before you start

• Only issued invoices can be downloaded. If you saved an invoice as a draft, issue it first: open the booking, click View more, then Invoices, click the three dots on the draft's row, choose Edit draft and click Issue invoice. See How do I create and send an invoice to my guest?.
• The list covers all your properties. You do not need to switch property first.

Steps

1. In the main menu, click Analytics, then Issued Invoices.
2. Set the period you want to see in the From and To fields. Both are filled in with a default period when the page opens, and From goes back at most 2 years.
3. The page now lists every invoice you issued in that period, newest first, with the booking it belongs to, the invoice number, the date it was created, the amount and its Payment Status.
4. To find one invoice, type a guest name or invoice number in the search box. The search only finds invoices inside the period you set.
5. To download one invoice, click the download icon in its Actions column. The PDF is saved by your browser, usually to your Downloads folder.
6. To download several invoices at once, tick the checkbox of each one, or the checkbox at the top of the list to select every invoice on the current page. Then click the ZIP icon. Smoobu downloads all ticked invoices in one ZIP file, with a separate PDF for each invoice.

See which invoices are still unpaid

1. On Analytics > Issued Invoices, look at the Payment Status column. Every invoice shows Paid or Unpaid, so you can see at a glance which guests still owe you money.
2. When a guest pays, switch the toggle in the invoice's Payment Status column to paid. Its status changes to Paid.

You can also mark an invoice as paid from the booking: open the booking, click View more, then Invoices, and switch on Marked as paid. Marking an invoice as paid does not change what the invoice PDF says.

Download an invoice from the booking instead

If you are already looking at the booking, you do not need the list. Open the booking, click View more, then Invoices. The card lists the invoices for this booking; open the menu on the invoice's row and click Download as PDF.

Download the invoices for a whole period

For your accountant or your tax return, set From and To on the Issued Invoices page to the period you need, tick the checkbox at the top of the list to select every invoice on the page, and click the ZIP icon. From goes back at most 2 years, so this is also the way to download all invoices from the last 2 years. Select-all only covers the page you are on, and the number of invoices per page cannot be changed: if the period runs over several pages, repeat the download on each page. Smoobu does not offer a spreadsheet export of the invoice list. If you need a table with one row per booking, use the bookings export instead: it includes the booking amounts and whether each booking is marked as paid. Prepare your Smoobu data for year-end and taxes walks through the full year-end set.

Check it worked

The PDF opens and shows the invoice number, your sender details, the guest's details, the amounts and the tax exactly as on the page. If you downloaded several, the ZIP holds one PDF per invoice you ticked, and the invoice numbers match the rows you picked.

Common problems

The invoice is not in the list

The list shows issued invoices only. Open the booking, click View more, then Invoices: if the invoice shows as a draft, click the three dots on its row, choose Edit draft and click Issue invoice. It appears under Issued Invoices right away. If the invoice was already issued, widen the From and To dates (From goes back at most 2 years). The search box also only looks inside those dates. The dates apply to the date the invoice was created, not to the stay.

You need a spreadsheet of your invoices

The Issued Invoices page has no Excel or CSV export. For a file with one row per booking, use the bookings export from the Bookings page and, if you need it, compare it with the Payment Status column of the invoice list. See Understand your revenue and payment figures in Analytics for what each figure means.

The PDF will not download or is empty

See Your guest invoice won't generate or download: the usual causes are a draft that was never issued, a missing sender address in the invoice settings, or a browser that blocks downloads from Smoobu.

Related articles

• How do I create and send an invoice to my guest?
• Prepare your Smoobu data for year-end and taxes
• Your guest invoice won't generate or download
• Understand your revenue and payment figures in Analytics

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.