Basic settings for invoicing are possible in the settings:
Settings for invoicing
- Currency used
- Standard tax rate: This is the tax rate that is used by default. Different tax rates can be used in the services of a booking and in the pricing model.
- Deposit and down payment: Setting for automatic calculation as a percentage or fixed amount. If nothing is defined here or 0% is specified, no automatic calculation of deposit/down payment will take place.
- Invoice numbers: Set whether consecutive invoice numbers shall be used + the next invoice number. If this is NOT activated, the booking number is used as the invoice number.
Settings for PDF-invoices (invoices as PDF files)
- Company details on the letterhead of the PDF-invoice
- The standard invoice text can be used for notes or disclaimers, for example, and the text is used in the PDF-invoice if no individual invoice text is specified in the respective booking.
- Payments received and the outstanding balance may optionally be stated on the invoice.
- Upload of the logo, which is used in the invoice header and can also be used in the messages. On the invoice, the logo is limited to a width of 175 px. The possible file formats are .jpg and .png.
- Definition of footers for invoices. Optionally, different footers can be set, with different account details, company details, or address details, etc.
Settings for E-invoices
Starting from 2025, E-invoices will become mandatory in the EU if the invoice recipient is a company.
E-invoices are created as PDFs with additional XML data (ZUGFeRD) and fulfill the legal requirements. The invoice can be displayed and printed as a PDF, but the invoice data is also machine-readable and machine-processable.
In order for e-invoices to be created, the Create PDF invoice as e-invoice checkbox must be activated. Furthermore, the company details for the invoice issuer must be set in the E-invoice settings section.
The details of the invoice recipient must also be entered in the guest’s data.
When using the e-invoice for the first time, we recommend checking the created PDF with a validation tool (e.g. www.portinvoice.com).