Hello there! Your friendly support team member from Tourism Accelerator here. I'm so excited to help you get the most out of our platform today!
⭐ Requires: Professional, Premium, Enterprise
Create Invoices Guide
What This Does
Imagine making it super easy to get paid for all the wonderful experiences and tours you offer! Our "Create Invoices" feature is designed to help you do just that. It lets you generate professional-looking invoices quickly and simply, so you can send them straight to your clients. This means less time chasing payments, clearer financial records for your business, and more time doing what you love – creating unforgettable tourism experiences! It helps you keep track of who owes you what, when payments are due, and ensures your organisation looks professional every step of the way.
How to Get There
Don't worry, it's simple! Let me show you how to find this feature:
From your Tourism Accelerator dashboard, look for the main menu on the left-hand side of your screen.
Click on 'Sales'.
Then, from the dropdown menu that appears, select 'Invoices'.
Here's what you'll see: a list of any invoices you've already created. To start a new one, you'll just click the lovely 'Create New Invoice' button, usually found in the top right corner.
And just like that, you're ready to start crafting your first invoice!
Step-by-Step Guide
Alright, let's walk through creating an invoice together. Take your time, and remember, we're here to help if you get stuck!
Click 'Create New Invoice': Once you're on the 'Invoices' page, find and click the 'Create New Invoice' button. It's usually a bright, easy-to-spot button that gets you started.
Choose Your Customer: You'll see a field labelled 'Customer' (or similar).
If your customer is already in your system, simply start typing their name, and our smart system will suggest them for you. Select the correct one.
If it's a new customer, that's perfectly fine! Look for an option like '+ Add New Customer' or a prompt to enter their details. You'll usually need their name, email address, and maybe their billing address. Fill in the required information and click 'Save'.
Invoice Details: Now, let's fill in the basics of your invoice:
Invoice Date: This will usually auto-fill to today's date, but you can change it if needed.
Due Date: This is super important! Pick a date by which you'd like to receive payment. Common options are 7, 14, or 30 days from the invoice date, but you can customise it.
Invoice Number: Our system will generally generate a unique invoice number for you, which is fantastic for keeping your records organised.
Add Your Products or Services: This is where you tell your customer what they're paying for!
Look for a section like 'Items' or 'Add Line Item'. Click on '+ Add Line Item'.
Item/Service Name: Type in a clear description of the tour, experience, or service. For example, "Guided City Discovery Tour (2 people)" or "Accommodation Package - 3 Nights at Ocean View Lodge".
Description: This is optional, but a great place to add a little more detail if needed. Perhaps "Includes hotel pick-up and entry to Botanical Gardens."
Quantity: How many of this item are you invoicing for?
Unit Price: What's the price per unit (e.g., per person, per night, per tour)?
The system will automatically calculate the 'Total' for that line item.
You can add as many line items as you need by clicking '+ Add Line Item' again.
Apply Discounts or Taxes (if applicable):
If you're offering a discount, look for a 'Discount' field and enter either a percentage or a fixed amount.
For taxes, you can usually select a pre-set tax rate (like GST in Australia) that will be applied to the relevant items.
Add Notes or Payment Instructions: Below your line items, you'll often find a section for 'Notes' or 'Payment Terms'. This is a brilliant spot to:
Thank your customer for their business.
Provide your bank details for direct deposit.
Mention any cancellation policies or terms and conditions.
Add a friendly message!
Review Your Invoice: Before you do anything else, take a moment to look over your invoice. Does everything look correct? Are the dates right? Are the amounts accurate? It's always a good practise to double-check!
Save and Send: Once you're happy with everything:
You'll typically have options like 'Save Draft' (if you want to come back to it later), 'Save and Send', or just 'Send'.
If you choose 'Send', our system will usually generate an email for you, with the invoice attached. You can often customise the email message before it goes out.
And voilà! You've just created and sent a professional invoice. Well done!
What You Can Do
Our invoice feature is packed with capabilities to make your life easier:
Generate New Invoices: Create professional invoices from scratch for any of your customers.
Customise Details: Easily add customer information, specific services, quantities, and pricing for each booking or service.
Apply Discounts & Taxes: Effortlessly include discounts or apply relevant taxes (like GST) to your invoices.
Add Personalised Notes: Include special messages, payment instructions, or terms and conditions directly on your invoices.
Track Payment Status: Keep an eye on which invoices have been paid, are due, or are overdue, helping you manage your cash flow.
Edit Existing Invoices: Made a mistake? No worries! You can quickly edit any invoice before or even after it's sent (though it's good practise to communicate any changes to your customer).
Send & Resend: Email invoices directly to your customers with just a few clicks, and easily resend them if needed.
Download & Print: Save your invoices as PDFs or print them for your records or for customers who prefer a physical copy.
Tips to Get the Most Out of This
Here are a few friendly tips to help you shine with your new invoicing powers:
Invoice Promptly: The sooner you send an invoice after a service or booking, the sooner you're likely to get paid! Make it a habit to create and send invoices right away.
Be Clear and Specific: Use clear, descriptive names for your services and products on the invoice. This helps your customers understand exactly what they're paying for and reduces questions.
Set Realistic Payment Terms: While 14 or 30 days is common, consider what works best for your business and your customers. Clearly state the due date.
Customise Your Branding: If your plan allows, upload your company logo to your invoices. This adds a professional touch and reinforces your brand identity.
Use the Notes Section: This is a fantastic place for a friendly 'Thank You!' message, your preferred payment methods, or any important booking references.
Follow Up Gently: If an invoice becomes overdue, a friendly reminder email can work wonders. Our system often has tools to help you send these reminders automatically or manually.
Regularly Review Your Outstanding Invoices: Make it a part of your weekly or monthly routine to check which invoices are still open. This helps you stay on top of your finances.
Need More Help?
Don't ever hesitate to reach out! We know that sometimes a feature might seem a little tricky, or you might just have a quick question. That's what we're here for!
Feel free to explore our comprehensive Help Centre for more articles and guides.
You can also chat with us live during business hours – just look for the chat bubble on your screen.
Or, if you prefer, give our friendly support team a call. You'll find our contact details on our website.
We're absolutely committed to helping your tourism business thrive, and we're always happy to assist you in any way we can. You've got this!