Create and verify the guest invoice from a reservation

Create guest invoice is a specialized financial flow inside a reservation that is already linked to a PMS payout. It creates an invoice from the accommodation owner or company to the guest. It is not the general invoice form and does not grant permission to create, edit, cancel, correct, issue, or submit other invoices.

Use it only when the agency's billing owner has delegated this action for a specific reservation. If you cannot verify the issuer, client, or amounts, stop and escalate before confirming.

Exact prerequisites#

The section appears only when the team has PMS payouts and your role holds the special permission. The button is enabled only when all these conditions are met:

1. the reservation is linked to a PMS payout;
2. at least one person aged 18 or older has a check-in with a birth date proving that age;
3. no full F1 or F3 guest invoice already exists for the reservation.

For submission to complete successfully, you must also provide the client's name or company name, tax identifier, and complete address, and the rental operation must have an effective issuing company configured. These requirements are validated on submission and are not part of the three conditions that enable the button.

A completed check-in state is not enough: Holidario considers it complete from the first registered person, who may not be an adult. Review the registered travellers and never invent a birth date to enable invoicing.

If no simplified F2 invoice exists, the flow creates an F1. If an F2 exists, it creates an F3 that replaces it. If an F1 or F3 already exists, it blocks a second full invoice.

Verify before creating#

1. Find and verify the reservation: team, property, source, reference, dates, state, and guest.
2. Confirm that the payout genuinely belongs to that stay; do not link or simulate a payout to enable the button.
3. Open check-ins and confirm at least one registered adult with real details.
4. Review Documents to rule out an existing F1 or F3.
5. Confirm the issuing company with the operation owner.
6. Obtain the name or legal name, tax identifier, and invoice address from the guest through an approved channel.

Within the team, Holidario reuses a client with the same tax identifier and updates its name and address with the submitted values. Do not use placeholders: verify all three fields before confirming.

Create once#

1. In Calendar, open the reservation and expand Actions.
2. Under Payout information, find Create guest invoice.
3. If it is disabled, read the reason and correct only the source data within your responsibility; do not bypass the block.
4. Select the button and complete Name / Legal name, Tax ID, and Complete address.
5. Compare the details with the guest's request and confirm once.
6. Wait for the result. Do not select the button again or reload to resubmit while the first request may still be processing.

The invoice is created automatically with Paid status. This is the status recorded in Holidario, not independent bank evidence. The operation date comes from arrival; the issue date comes from departure, and the due date is seven days later.

Verify the created document#

After the notice:

1. reopen the reservation and review Documents;
2. open the new invoice and confirm that it is F1 or F3 as expected;
3. check the issuer, client, tax identifier, address, dates, line items, taxes, total, and status;
4. view or download the invoice and inspect the PDF before delivering it;
5. record in the reservation or ticket who verified the document and what was communicated to the guest.

Creation is not complete when a success notice appears. It is complete when the document exists exactly once and its data matches the reservation and confirmed request.

Blocks, errors, and safe recovery#

• The payout is missing: wait for its owner to complete and verify it. Do not fabricate a link or use another stay.
• No adult is registered: correct the real check-in if it is within your responsibility, or ask its owner to do so. Do not copy a traveller or alter their age.
• An F1 or F3 already exists: open and verify the existing invoice. Do not attempt to create a duplicate.
• Client details are missing: request all three fields through the approved channel; do not substitute dashes, agency data, or an incomplete address.
• Validation rejects the form: preserve the details, correct the identified field, and confirm once more.
• An error, timeout, or uncertain result occurs: search that reservation's Documents first and, if needed, use Finance > Invoices by client, date, or invoice number. If it exists, do not repeat; if you cannot determine the result, escalate with the time and exact error text.
• Issuer, client, type, total, or status is wrong: do not edit, cancel, correct, mark, or submit the invoice from another screen. Isolate the document and escalate it to the billing owner.
• The action is absent: the module, special permission, payout, adult check-in, or valid invoice state may be missing. Report which prerequisite you verified; do not request general finance access.

Front desk staff have this specialized flow and invoice read access, but not general financial or payout management. Any uncertain money action is verified before it is repeated and handed to the accounting owner when correction is required.

Expected result#

Exactly one F1 or F3 is linked to the reservation, with verified issuer, client, and fiscal details, an understood recorded status, and a reviewed PDF. Any discrepancy remains untouched and is escalated to the billing owner.