In order to send an online invoice, you must first set up supplier or client invoices for the appropriate IATA accounts. These settings will be the default for any invoice you send. Note that if you intend to accept payment online, your account administrator must have also set up a payment gateway. If you only want offline payments you should set up instructions for that as well.
Remember an online invoice is different from sending a regular invoice. Regular invoices will just send a PDF copy of a statement to a client or supplier with no way for the recipient to pay online or offer any edits to the statement. If you do not want recipients to make adjustments or offer online payment, you do not need to use online invoices.
This article will go over how to create an online invoice and then how to send an online invoice.
Send an Online Invoice
Click on any booking you have made an online invoice for to open the Bookings window on the right.
Click the Invoices tab in the Bookings window. If the statement is for a single booking, it will be under the Default Invoice section. If the invoice is for multiple bookings, look under the Other Invoices section. Hit the Send button for the appropriate statement.
The Send Invoice window will open. The top part of the invoice should look familiar as a regular invoice. You can set up who the statement is going to, the email subject, and the message. This will also autofill based on your invoice templates.
Review the information, make changes as needed, and then scroll down for the settings specific to online invoices.
Select if you want a link added to the email for a client or supplier to view their statement online with the Generate Online Invoice option. If you select No then the recipient will only be able to view a PDF copy of the invoice, they will not be able to pay online.
Click Yes to allow clients and suppliers to pay an invoice online. with the other features.
If you are invoicing a supplier, there will be the option to make the invoice a live statement. Live statements allow suppliers to request changes to bookings and pay the amount that reflects their changes. Toggle the switch to the right to send a live statement.
Next, you can toggle on or off features:
Private - The supplier will need to enter the email address the invoice was sent to and the invoice number to open and view the online invoice.
Payable - Toggle the switch to the right to enable online payment methods. If you make an invoice payable, you will see a list of Accepted Payment Types. Select which payment types can be used for the invoice you’re sending. Note that only things set up in the online invoice settings and your payment gateway will appear as options.
When you're done, scroll down to see a sample of the PDF statement and your Email Signature options. Your email signature is automatically applied based on your account but you can edit it here if desired.
To see how your email will look before sending, click the Preview tab at the top. You can check invoice email statuses for online invoices the same way you can regular invoices.
When you’re done, click Send Now in the bottom right. If needed, you can edit a sent invoice.
Resend an Online Invoice
You can resend an online invoice up to 5 times. To resend an online invoice, follow the same steps for sending an online invoice. Click on the booking and locate the invoice in the Invoice tab.
Click Send again in the bottom right and then make your selections on the statement.