To create an invoice in Moovs, specific conditions must be met depending on whether the reservation involves a single trip or multiple trips. Single Trip Reservations:
The trip must be completed and have the Closed status.
The reservation must still have a balance due. Multi-Trip Reservations:
All trips within the reservation must be completed and have the Closed status.
The reservation must still have a balance due. If these criteria are not satisfied, Moovs will not permit the generation of an invoice. Creating individual reservations for each trip rather than bundling them offers better flexibility and allows for faster invoice processing. By avoiding delays tied to incomplete trips under the same reservation, businesses can streamline their operations effectively.
A note on payment status. Moovs works out paid vs. unpaid automatically, from the payments recorded against the reservation. There is no payment status field to set inside a trip, so there is nothing for you to mark. A reservation with no balance remaining counts as paid and will not appear in the invoiceable list.
To create an invoice click on the Invoices menu option in the left menu bar, then click Create Invoice. In the search bar enter the name of the contact you are creating the invoice for. Moovs will populate a list of closed reservations, with an amount due for that contact that are not attached to an invoice already. Select the reservations you wish to add to the invoice by checking the box. You can add in notes to the booking contact and adjust the due date as needed, prior to clicking Save Invoice. Generating consolidated invoices for multiple completed trips can simplify billing processes for businesses or customers with recurring bookings. This approach ensures all relevant trips are invoiced together, minimizing administrative efforts.
Viewing Financial Details
To view the amount due for a reservation in Moovs, follow these steps:
Open the reservation in the Moovs application.
Select the Edit option.
The amount due will be displayed prominently at the top of the page.
This allows you to quickly access and review the financial details of any reservation.
The invoice has now been created and sorted based on the due date that you entered and is in the Outstanding or Pending tab. But the invoice has not yet been sent to the contact.
Clicking back in to the invoice will allow you to perform a variety of actions, one is to send the invoice from within Moovs to the email address on file for that contact. You can also Download the invoice as a PDF to send as an attachment external to Moovs.
When the due date entered when creating the invoice has passed and the invoice remains as unpaid the invoice will move from the Pending tab to the Outstanding tab.
Alternative: Creating Quotes for Upfront Payment
If you need payment collection before trip completion, consider creating a quote in Moovs. This allows you to secure payment upfront by sharing the quote with the client, eliminating the need to wait for trips to conclude before invoicing.
Reasons you may not be able to create an invoice: If you are unable to create an invoice for a client, it is likely because the related trip is still open. To resolve this issue, follow these steps:
Open the trip associated with the reservation.
Close the trip.
Once every trip in the reservation is closed and a balance is still due, you can proceed to generate the invoice. This ensures the reservation appears in the list eligible for invoice creation.
Best Practices for Multi-Trip Invoicing
Ensure all trips in the reservation are closed before proceeding to invoice.
Avoid bundling trips into a single reservation unless necessary.
Choose to generate separate invoices for better monitoring and faster processing. Separating reservations ensures greater flexibility and avoids complications caused by pending trips within a bundled reservation. This approach is particularly beneficial for organizations with complex logistics or overlapping schedules.
The reservation contains multiple trips and not all of them have been closed. To address this, ensure that every trip within the reservation has the status set to Closed. Once all trips are closed and a balance is still due, you can proceed with creating the invoice.
You may be trying to create an invoice outside of a reservation, or prior to making a reservation.
Reasons you cannot see reservations to invoice:
The reservation may be on an existing invoice. The existing invoice will need to be deleted to allow for the reservations to be added to a new invoice; Moovs prevents reservations from appearing on multiple invoices.
The reservation or one of its trips is not closed. All trips that are part of a reservation must be closed for the reservation (and all of its trips) to have an invoice created. To optimize efficiency, consider generating separate reservations for individual trips. This strategy prevents one trip or status issue from holding up the invoicing for other completed trips in the system.
Quick Steps
Reservation - Close
Invoice - Create Invoice - Search for name and select reservations - Save Invoice
Pending/Outstanding - select invoice - Menu (...) - Send Invoice