Invoicing & Cancellation Strategies

It is possible to automatically generate invoices when bookings are created or confirmed and bookings can be set to be automatically cancelled if payment is not received.

Invoice Strategy

Navigate to Product Setup → Invoice Strategy

In the above screenshot there are two different strategies: "Default" & "test". The "Default" strategy rules can be seen.

Strategies are made up of set of rules to cover different cases, Considerations when adding rules are:

• What is the booking's source: Agent, Website or Manually added / Confirmed inside the account?

• What is the booking's check in month?

• How far in advance of check in / start date was booking made?

• How many invoices should be created, how much should invoices be for and when should they be due?

• Should the booking be auto cancelled if invoices are unpaid?

• Should polices only apply to bookings made for specific accommodation rate plans?

For Non Accommodation vendors it is possible to add a Strategy as override to a Vendor.

Navigate to Product Setup → Product Details

If no Strategy is linked with a Vendor or if a booking is for multiple vendors then the Default Strategy will apply.

Invoice Strategy Rule

The above Invoice Strategy Rule will add Invoices automatically for:

• Direct: Manual bookings

• Bookings starting in the months of May, June or July

• Booked between an unlimited amount of time before, up until 3 days prior to the booking start date.

The strategy will create 2 invoices

Invoice 1:

• 20% of the bookings' Sell Price

• Due Date set 10 days after the booking creation date.

Invoice 2:

• 80% of the bookings' Sell Price

• Due Date set 3 days before the start date of the booking.

This booking is set to automatically cancel 2 days after the due date of the 1st Invoice if payment has not been made.

Fixed Due Date Invoice Strategy Setting

It is also possible to set a fixed due date for invoice that applies to the setting.

Above settings are:

• For bookings with source Direct Website.

• Checking in only for winter months (Nov-Apr).

• Made any at least 60 days before booking start date.

• Create an Invoice for 100% of the booking amount.

• Payment are due on 2025/07/31.

• Auto cancel booking after 7 days if the guest hasn't paid by the due date.

Now for all booking made under this invoice strategy, the payment due date all always be on 2025/07/31. If it is not paid 7 days after the due date, it will be automatically cancelled.

When using fixed due by end of day setting, please be aware of the following:

• If the check-in date for the booking is BEFORE the fixed due date, the fixed due date will remain unchanged. (e.g. for the above setting, if check-in date is 2025/07/10, the fixed date will remain unchanged on 2025/07/31.)

• If the booking creation date is after the set fixed date, NO invoice will be made. (e.g. for the above setting, if booking creation date is on 2025/08/10, NO invoice will be made.)

Due to the above constrains, please make sure that you ONLY applied this setting for rate plans and rooms that can only be made before the fixed due date, with check-in after the fixed due dates.

Auto Cancel Unpaid Bookings

In order to make it so that Invoice Polices can auto cancel unpaid bookings, Auto Cancel needs to be enabled for your account by the master user via Account → Edit account Details.

• Auto cancellation is set on a booking when it is created. Turning on auto cancellation will not set auto cancel on existing bookings.

• The date and time of an automatic cancellation can be manually adjusted for a single booking in specific cases from the Edit Booking page.

• Once a booking has been cancelled, it is possible to activate and even set a new automatic cancellation date and time.

The booking specific Auto Cancel setting.