Invoices and receipts
Numbered invoices per stay, credit notes to correct them, a receipt for every payment, and the PDF for guests.
ChatBeds makes a numbered invoice for each stay, and a numbered receipt for every payment and refund. An invoice is never changed: to correct one, you cancel it with a credit note and make a new one.
Set your details first
Go to Settings → Invoices and deposits:
| Setting | What it's for |
|---|---|
| Legal name | Your business's legal name. Empty: the property's name |
| Tax number | Your NTN, VAT or GST number |
| Address | Empty: the property's address |
| Number prefix | The letters before each number, for example PRL |
| Make the invoice when the guest checks out | On by default |
| Note at the bottom | For example your bank details or a thank-you |
How numbers work
Numbers run per property and per year, and never skip or repeat:
- Invoices: PRL-2026-00001, PRL-2026-00002...
- Credit notes: PRL-CN-2026-00001...
- Receipts: PRL-R-2026-00001...
Even if two people make invoices at the same moment, each gets the next number.
Making an invoice
At check-out, ChatBeds makes the invoice by itself, unless you turned that off. To make it yourself:
- Open the booking. In Invoices and receipts, click Make the invoice.
- To bill a company instead of the guest, click Bill a company and fill in its name, address and tax number.
The invoice lists the room nights (grouped), extras, fees, each tax, the total, the payments and the balance due. Click its number to open the PDF.
Correcting an invoice
- Click Credit under the invoice and type why (for example "Bill the company instead").
- A credit note with the same lines, as minus amounts, is made.
- Click Make the invoice again for the new one.
If the bill changes after the invoice was made (a late minibar charge, for example), the booking shows "The bill has changed since invoice...". Credit it and make a new one.
Receipts
Every payment and refund gets a receipt with its own number, as soon as it's recorded. Open it from Invoices and receipts on the booking.
Sending them to the guest
- Email: click Email under the invoice and check the address. The guest gets a link to their booking page.
- WhatsApp: click WhatsApp. WhatsApp allows this only within 24 hours of the guest's last message.
- Their booking page: the guest's page always lists their invoices, credit notes and receipts, each as a PDF.
Letters in the PDF
The PDF shows Latin letters. Names written in other alphabets (for example Arabic or Urdu) show as "?" in the PDF.
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