Ever want to invoice a customer for half of a booking's cost? Or maybe 25%?
It's a couple months before the booking and you want a 50% down payment?
Prepayment invoices have got you covered:
Pick your charges
Set a percentage, and
Send the invoice
Really, that's it!
How to use Prepayment Invoices
How to use Prepayment Invoices
First, an admin user will need to enable the feature within your Invoice Settings.
Example: How to send an advance invoice for 50% of the booking's cost
The easiest way to explain prepayment invoices is by walking through one of the most common examples of when they come in handy:
It's a few months before the booking and you want to invoice the customer for a specific percentage of the total booking cost, at least the total as it is today.
Step 1 - Pick your charges
In our example, we want to invoice for 50% of the full booking cost, so we will select all items on the booking.
Use the "Create Invoice" action and the blue "Apply" button to create an invoice from the selection.
Step 2 - Set your percentage
Select Prepayment Invoice
And set the percentage amount:
Clicking save will create a new prepayment invoice that reduces the total by this percentage. The new invoice will look like this:
Step 3 - Send the invoice
Using the Share button you can easily email the invoice to any of your contacts.
After they've given you the thumbs-up, finalize the invoice to lock it (you can always void it and recreate if you need to adjust later). Items on a finalized invoice cannot be changed, ensuring that the amount due doesn't change in any way.
Once it's sent the customer can pay directly on the invoice (using our Stripe integration) or can send you a payment in any other method, which you can track manually by recording a payment on the invoice.
That's it!
Important Considerations about Prepayment Invoices
Important Considerations about Prepayment Invoices
What is the difference between a regular invoice and prepayment invoice?
On a regular invoice the Amount Due is the total of all the items (and their taxes/fees)
On a prepayment invoice the Amount Due is the total of all the items (and their taxes/fee), reduced by the specified percentage.
Additionally, prepayment invoices can sync with your PMS (Mews only at the moment!) so that the advance payment is reflected on your final invoice (sent from the PMS).
How do I enable prepayment invoices?
Head on over to your Invoice Settings page, you can't miss it!
What is the "Exclude Taxes" option?
Some countries don't require you to report on taxes until the charges have actually been consumed. If you fall into this category, the Exclude Taxes option is for you.
When enabled, the prepayment invoice will hide the item taxes and show that no tax is being applied. The items will still be priced at their tax-inclusive value.
If it sounds strange then don't worry about it! Tax laws are weird and this probably doesn't apply to your country.
How do I sync a prepayment invoice with the PMS?
At the moment, prepayment invoices can be synced with Mews PMS. They sync automatically once they are fully paid.
Reach out to our Customer Success team at support@eventtemple.com if you would like to get this setup!