How Charges and Invoices Work
In LodgeKit, charges are individual line items (accommodation charge, cleaning fee, amenity rental) and invoices are the bills you send to guests, residents, campers, members, or customers. Charges are added to bookings, stays, reservations, or placements, then grouped into invoices when you are ready to bill the person or account.
Charges are created
Charges are added automatically when a booking is created (accommodation charge) or manually for extras (cleaning, damage, amenities). Each charge has a description, amount, and due date.
Invoices are generated
An invoice groups one or more charges together with a total amount, due date, and invoice number. You can create invoices manually or have LodgeKit generate them automatically on a billing cycle.
Invoices are sent
Send the invoice by email or let the person find it in the self-service portal. The status changes from Draft to Sent.
Payments are recorded
When payment arrives, record it against the invoice. The invoice status updates to Paid or Partially Paid depending on the amount.
Creating a Manual Invoice
Go to Dashboard > Invoices and click New Invoice. Select the person record or account, add line items with descriptions and amounts, set the due date, and save. You can save as draft to review before sending, or send immediately.
Automatic Invoice Generation
For recurring stays, LodgeKit can generate invoices automatically based on billing cycles. Set the billing frequency (weekly, fortnightly, monthly) on the booking, and invoices are created on schedule with the correct charges.
PDF Invoices
Every invoice can be downloaded as a professionally formatted PDF. The PDF includes your organisation name, person or account details, line items, totals, and payment instructions. People can also download their invoices from the self-service portal.
Bulk Invoice Generation
Need to invoice many people or accounts at once? Go to Dashboard > Bulk and use the bulk invoice generation tool. Select the billing period and LodgeKit creates invoices for all active bookings, stays, reservations, or placements. Review and approve them before they're sent.
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