Before you can generate invoices and VAT receipts in Access Collins, you need to set up your VAT and company details.
You can add contracts and invoices either at the organisation level, applying the same rules for all venues in your organisation, or at the Site level, every site has different settings.
Configure invoice details at site lelvel
To set up the details at the site level, follow the steps below:
Click Settings.
Click Sites, then select the site.
Click Invoicing & Contracts.
Click Company Settings.
Select Use custom company information.
Configure the details that appear on your invoices.
You need to fill out all the fields for invoicing to work.
Click Save.
🤓Tip: In Invoicing, you can create Invoice Footer notes. For example, Payment terms, bank transfer details etc, which appear in all invoices. Once you set these up they automatically appear at the bottom of every invoice that you generate in Access Collins for that site.
Copy invoices from the organisation level
If you've already set up the invoicing details at the organisation level, you can copy these to a site following the steps below:
Under Footer Notes, click Copy Organisation Settings.
This auto-fills the details you set at the organisation level. Review the details.
Click Save.
Configure invoices and contracts at organisation level
⚠️Important: To see organisation settings, you need to be a booking manager and have access to all sites, otherwise you won't see the organisation settings in the main menu.
You can create contracts and invoices within Access Collins.
By creating a contract, you can obtain a written agreement from the customer for everything that you've pre-arranged for the booking.
You can generate invoices and send them to the customer before or after their booking.
You can add contracts and invoices either at the Organisation level, applying the same rules for all sites in your Organisation, or at the site level, every site has different settings.
To set up your invoicing details at the Organisation level, follow the steps below:
Click Settings, then click Organisation.
Click Invoicing & Contracts.
Fill in all the details in the Company Settings section, you need to fill out all fields for invoicing to work.
In Invoicing, create Invoice Footer notes.
For example, Payment terms, bank transfer details etc, which appear in all invoices.
In Contracts, set up Contract Introduction and any Contract Footer Notes.
Input any useful information such as general terms and conditions for abiding by and signing your contracts. Anything written here displays as a standard template every time a contract is generated, however, you can edit this within each contract manually.
You can create multiple Contract Sections to choose from when creating an invoice.
Examples of these could include Standard Terms and Conditions, Room Hire information, Minimum Spend T&Cs, etc.
Click Save.