This article outlines how to automatically generate a prepayment invoice for every successful SabeePay transaction. Going forward, whenever we mention a prepayment invoice, it refers to an itemized prepayment invoice.
Activating the Feature
To activate the feature, please navigate to the Settings / SabeePay Settings menu and turn on the Automatic prepayment invoice slider.
When the feature is activated, a popup will appear with the following message:
Default Settings
After acknowledging this popup, you will be directed to the 'Prepayment' tab, where you can specify the default settings needed for automatic invoicing. This 'Prepayment' tab will only be visible when the feature is activated.
1. Default invoice account for SabeePay invoices
For the 'Default invoice account for SabeePay invoices', values are taken from the Settings / Invoice / Accounts section, with an additional 'Add new' option. You can set your desired invoice account.
2. Default invoice number for SabeePay invoices
For the 'Default invoice number for SabeePay invoices', values are taken from the Settings / Invoice / Invoice Number section. You can set your desired invoice number.
3. Fulfillment date
The options for the 'Fulfillment date' are:
- Prepayment invoice issue date: The date the automatic prepayment invoice is issued.
- Arrival date: The booking's arrival date.
Validation and Restrictions
We have implemented a check in the Settings / Invoice / Accounts and Settings / Invoice / Invoice Number sections to ensure that values specified in the ‘Prepayment' tab cannot be deleted. If an attempt is made to delete these values, a popup will notify the user:
Integration in IBE
When the 'Automatic Prepayment Invoice' feature is active, at the third step of the booking process (Contact info and Payment), the 'Payment' section will include a new invoice details part. This part will appear for all payment methods involving instant card payments.
Under the payment options, a checkbox labeled 'Invoice details are identical to Booker details' is added. This checkbox will be checked by default. If unchecked, fields for entering invoice details will appear.
If the checkbox 'Invoice details are identical to Booker details' remains checked, the invoice will be issued using the details provided in the 'Enter Booker details' section.
For those with the 'Automatic prepayment invoice' feature active, the following fields will be mandatory in the Distribution / IBE / Basic setup /Required fields section:
- Postcode
- City
- Address
As long as the 'Automatic prepayment invoice’ feature is active, a note will be displayed in the required fields section to explain the necessity for these fields.
Company Invoice Details
Under the 'Invoice details are identical to Booker details' checkbox, another checkbox labeled 'I need a Company invoice' is added.
If checked, a popup form will appear where users can enter their company invoice details. In the free-form popup, placeholders will guide users to enter the following information:
- Company Name
- Company Country
- Company City
- Company Postcode
- Company Address
- Company Tax ID
At the bottom of this popup, once the save button is clicked, the entered details will be displayed. If any errors are found, users can reset the form by unchecking and rechecking the checkbox to start the process from the beginning.
Following this, when the user clicks 'Book now' or 'Book now, pay later', a notification email will be sent to your notification email address with the following content:
'Subject: New Company Invoice Request for Reservation /%rescode%/ - SabeePay
Content:
Dear /%propertyname%/,
We would like to inform you that a new Company invoice request has been initiated for the reservation with the code /%rescode%/. The Booker has provided the Company invoice details, and you can access this information in the Notes as a comment.
For your convenience, please use the button below to access and review the reservation.
[Open Reservation Button]
Should you have any questions or require further clarification, please feel free to reach out to us. We are here to assist you.
Best regards,
SabeeApp'
Invoice Generation and Sending
For private individuals, once all required fields are filled and the 'Book now' button is clicked, a prepayment invoice will be issued and sent to the booker's email address if the 'Automatic prepayment invoice notification' is active in the Settings / SabeePay menu. Please note, that for company invoices manual prepayment invoice creation is needed!
Invoice Details:
- Date of Fulfillment: Based on the settings in Settings / SabeePay / Prepayment tab
- Currency: Currency of the SabeeApp account
- Invoice Type: Instant payment
- Invoice Account: Based on the settings in Settings / SabeePay / Prepayment tab
- Date of Issue: Date the invoice is issued
- Due Date: Date the invoice is issued
- Invoice ID: Based on the settings in Settings / SabeePay / Prepayment tab
Successful invoice issuance will be logged in the reservation's ‘Activity' section with the message:
A prepayment invoice will be created along with the corresponding payment, and the invoice will be marked as paid and sent to the email address provided during booking if the 'Automatic prepayment invoice notification' is active in the Settings / SabeePay menu.
Group Reservations
The functionality and structure are the same for group reservations. Payments are generated per reservation. Once the group invoice is created, payments must be routed from the individual reservation pages to the group page and linked to the invoice.
Feature Deactivation
If the 'Automatic prepayment invoice' feature is deactivated, a popup will appear with the following content:
Once confirmed, the feature will be deactivated. If the 'Automatic prepayment invoice notification' and the 'Notification for successful invoice creation' were active, these will also be deactivated.
