Invoices: Deposit, Final & Tax
Issuing client invoices, understanding invoice types (Deposit, Final, Tax, Proforma), tracking balances due, and managing status workflows.
What is this?
Step-by-Step Guide
Generate Invoice from Booking
Open any confirmed Booking and click '+ Create Invoice' (or navigate to Finance → Invoices → '+ New Invoice').
Select Invoice Type and Items
Choose 'Deposit Invoice' (e.g. for 30% initial commitment) or 'Final Invoice'. Verify line items, tax percentage, and due date.
Issue and Send
Save the invoice. Click 'Download PDF' or 'WhatsApp Invoice' to deliver it directly to the customer.
Record Payment upon Settlement
When funds appear in your bank account, click 'Record Payment'. The invoice automatically updates from 'Sent' to 'Paid'.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Invoice Number | Official sequential invoice identifier (e.g. INV-2026-0041). Why: Legal tax reference required on all agency accounts. | INV-2026-0089 | Yes |
| Invoice Type | Billing stage classification. Why: Differentiates advance collection from final clearance or tax reporting. Deposit Invoice: Advance booking deposit to secure hotel allocationsFinal Invoice: Remaining balance due prior to traveler departureTax Invoice: Official fiscal document with statutory VAT/tax breakdownProforma Invoice: Commercial quote document used for corporate bank transfersSupplier Invoice: Inward billing received from a hotel or DMC partner | Deposit Invoice | Yes |
| Total Amount, Paid & Balance Due | Financial breakdown of invoice value, payments recorded, and remaining unpaid balance. Why: Prevents departures with unpaid balances. | Total: $1,800.00 | Paid: $600.00 | Balance Due: $1,200.00 USD | Yes |
| Due Date | Deadline by which payment must clear into your bank account. Why: Triggers the 'Overdue' status flag if unpaid past this date. | 2026-11-30 | Optional |
| Bank Account Details on Invoice | Agency bank details rendered at the bottom of the invoice PDF. Why: Instructs the client where to send their international wire or local bank transfer. | Standard Chartered Bank / Commercial Bank of Ceylon | Optional |
Status Guide & Next Actions
(draft)Internal draft invoice; not yet delivered to client.
(sent)Delivered to client; awaiting bank settlement.
(paid)Full invoice amount has been successfully received and verified.
(overdue)Due date has passed without full payment.
(cancelled)Voided due to trip cancellation or re-issuance.
Best Practices & Pro Tips
- Issue a Proforma Invoice if dealing with corporate clients or international wire transfers — corporate accounting departments often require a proforma before releasing wire payments.
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