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Creating Invoices

Generate professional invoices for group bookings, corporate clients, and trade partners who need to pay on account.

Hayden Zammit Meaney avatar
Written by Hayden Zammit Meaney
Updated today

Creating Invoices

Invoices are essential for group bookings, corporate clients, and trade partners who need to pay on account rather than at the time of booking. Tourism Accelerator makes creating professional invoices quick and straightforward.

When to Use Invoices

Invoices are ideal for:

  • Group tours: Schools, clubs, and tour groups booking in advance

  • Corporate clients: Businesses booking team experiences

  • Trade partners: Travel agents and tour operators with account terms

  • Government bookings: Departments requiring purchase orders

  • Deposits: When you need to collect partial payment upfront

Creating a New Invoice

Step 1: Navigate to Invoices

  • Go to Sales in the main menu

  • Click Invoices or navigate to /invoices

  • Click Create Invoice

Step 2: Add Customer Details

  • Click Select Customer

  • Search for an existing customer or organisation

  • If new, click Create New and enter:

- Organisation name (or individual name) - Contact person - Email address - Phone number - Billing address

  • Click Save and Select

Step 3: Add Invoice Items

  • Click Add Item

  • Choose from:

- Experience: Select from your tours and activities - Product: Add merchandise or physical items - Custom Item: Enter a custom description and price

For experiences:
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  • Select the experience type

  • Choose the date and time

  • Enter the number of participants

  • Pricing calculates automatically


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  • Repeat to add more items as needed


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Step 4: Review Invoice Details

Before finalising, check:

  • Invoice Date: Defaults to today, can be changed

  • Due Date: When payment is expected (e.g., 14 days, 30 days)

  • Invoice Number: Auto-generated, follows your sequence

  • Payment Terms: Net 7, Net 14, Net 30, or custom

  • Notes: Any special terms or booking conditions

Step 5: Add Optional Details

Enhance your invoice with:

  • Purchase Order Number: If the client provided one

  • Reference: Your internal reference

  • Notes to Customer: Special instructions or thank you message

  • Internal Notes: Private notes (not visible on invoice)

Step 6: Save the Invoice

  • Click Preview to see how it looks

  • Make any final adjustments

  • Click Save as Draft to save without sending

  • Or click Save and Send to email immediately

Invoice Numbering

Invoices are numbered automatically:

  • Sequential numbering (INV-0001, INV-0002, etc.)

  • Customise your prefix in Settings > Invoice Settings

  • Numbers never repeat, ensuring unique references

Adding Discounts to Invoices

To apply a discount:

  • Click Add Discount below the item list

  • Choose percentage or fixed amount

  • Enter the discount value

  • Optionally add a description (e.g., "Group discount - 10+ guests")

  • The total adjusts automatically

Setting Payment Terms

Configure when payment is due:

  • Due on Receipt: Payment expected immediately

  • Net 7: Due within 7 days

  • Net 14: Due within 14 days

  • Net 30: Due within 30 days

  • Custom: Set any number of days

Default payment terms can be set per customer in their profile.

Deposits and Partial Payments

For bookings requiring a deposit:

  • Create the full invoice as normal

  • In Payment Terms, select Deposit Required

  • Enter the deposit amount or percentage

  • The invoice shows both deposit due and balance due

  • Record the deposit when received

  • Balance becomes due before the experience date

Invoice Preview

Always preview before sending:

  • Click Preview Invoice

  • Review how customers will see it

  • Check all details are correct

  • Ensure your branding appears properly

  • Close preview and make changes if needed

Saving Without Sending

Not ready to send yet?

  • Click Save as Draft

  • Find it later in Invoices > Drafts

  • Edit anytime before sending

  • Send when ready

Duplicating an Invoice

For similar bookings:

  • Find an existing invoice

  • Click Duplicate

  • Adjust dates, quantities, and customer if needed

  • Save as a new invoice

This saves time for repeat bookings from regular clients.

Tips for Tourism Operators

  • Set clear due dates: Ensure payment arrives before the experience

  • Include booking details: Date, time, and meeting point on the invoice

  • Add your cancellation policy: Prevent disputes later

  • Use organisation names: For corporate clients, invoice the company not individuals

  • Follow up promptly: Don't wait too long on overdue invoices

Next Steps

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