Creating Your Invoice

1. Go to Admin > All Reservations 
2. Click on a reservation to review it 
3. Scroll to the Invoice Summary section 
4. Review the automatically populated costs for:
   • Space (based on reservation hours and default cost)
   • Resources (if assigned)
   • Service Providers (if assigned)
5. Make any necessary adjustments (see "Editing Invoice Costs" below) 
6. Set a due date (optional but recommended) 
7. Click Save Changes

Editing Invoice Costs

You can adjust any cost in the invoice:

1. Click on the Cost field for any line item
2. Enter a new amount
3. Change the Charge Method if needed
4. The Total column updates automatically
5. The invoice Subtotal and Total update in real-time
6. Click Save Changes to preserve your edits

Important: Changes are not saved automatically. The "Unsaved Changes" notification will appear if you've made edits that haven't been saved. You must click "Save Changes" before downloading or sending an invoice.

Adding Additional Items

Additional items let you charge for things not covered by spaces, resources, or service providers (such as setup fees, cleaning charges, or processing fees):

1. Scroll to the Additional Items section
2. Click + Add Item
3. Enter a Description (e.g., "Setup fee", "Cleaning charge")
4. Set the Quantity
5. Enter the Cost
6. Select a Charge Method (Per Item, By Hour, or Flat Fee)
7. The total calculates automatically
8. Click Save Changes

For Multi-Date or Recurring Reservations:

When working with reservation groups, additional items can currently be charged to individual reservations. Stay tuned for additional items for the entire reservation group.

Adding Discounts

To apply a discount to an invoice:

1. Add an additional item (see above)
2. Enter a negative number for the cost (e.g., -50.00)
3. Enter a description like "Student organization discount" or "Early booking discount"
4. The invoice total will automatically reflect the reduced amount

Automatic Invoice Updates

The system automatically updates invoices when certain changes are made:

When you edit reservation times:

• If a space is charged "By Hour", the quantity and total cost automatically update based on the new duration
• The invoice status changes to "Pending Changes" if the invoice was already sent

When you add or remove resources/service providers:

• New items are automatically added to the invoice with their default costs
• Removed items are deleted from the invoice
• The invoice totals recalculate automatically

When you cancel an individual reservation in a group:

• Costs for that specific reservation's space, resources, and service providers are removed
• Additional items tied to that individual reservation are removed
• Additional items applied to "All Reservations" remain

Downloading Invoices

Downloading generates a PDF copy of the invoice:

1. Make sure you've saved all changes to the invoice
2. Click Download Invoice
3. The system generates a PDF with the current saved costs
4. The PDF downloads to your computer automatically
5. File name format: "[Platform Name] Room Reservation Invoice #[Number]"
6. Invoice status updates to "Created" (if this is the first time generating the invoice)

When to Download:

• To preview what the invoice looks like before sending
• When your institution handles invoice delivery through your own finance department or billing system
• For your records or accounting department
• To print a physical copy

Using Your Own Billing Process:

Some institutions prefer to handle invoice communication through their finance department rather than sending directly through Room Reservations. If this applies to your institution:

1. Download the invoice (status becomes "Created")
2. Forward the PDF to your finance department
3. Your finance team sends the invoice to the reserver through your institution's billing system
4. Return to Room Reservations to mark the invoice as "Paid" once payment is received

Note: If you download an invoice but don't send it through Room Reservations, the status will remain "Created." This is perfectly fine if your institution uses an external billing process. You can still mark the invoice as paid once you receive confirmation from your finance department.

Sending Invoices

Sending generates a PDF and emails it to both the reserver and you:

1. Verify all costs are correct
2. Make sure you've set a due date
3. Click Save Changes if you haven't already
4. Click Send Invoice
5. The system generates the invoice and sends emails
6. Invoice status updates to "Sent"

Who Receives the Invoice:

• The reserver (person who created the reservation)
• You (the reviewer/administrator)

Resending an Updated Invoice

If you need to make changes after sending an invoice:

1. Edit the invoice costs as needed
2. Add or remove additional items if necessary
3. Click Save Changes (status updates to "Pending Changes")
4. Click Send Invoice again
5. A new invoice is generated with the updated costs
6. The previous invoice is invalidated
7. Both the reserver and you receive the updated invoice
8. Invoice status updates to "Sent"

Important: When you resend an invoice, the old version is completely replaced. The reserver receives the new invoice with the same invoice number but updated costs.

Marking Invoices as Paid

Once you've received payment from the reserver:

1. Navigate to the reservation with the paid invoice
2. Scroll to the Invoice Summary section
3. Verify the invoice status shows "Sent" or "Overdue"
4. Click Mark as Paid
5. The invoice status updates to "Paid"

What Happens When Marked as Paid:

• The invoice table locks
• You can no longer edit costs, quantities, or add/remove items
• This protects the payment record from accidental changes
• The reserver's payment record is preserved

Important Restrictions:

You cannot mark an invoice as paid if:

• The invoice is still in "Draft" status (must send it first)
• You have "Unsaved Changes" (must save or discard changes first)

If you try to mark a draft invoice as paid, you'll see this message: "Please generate and send an invoice before marking this invoice as paid."

Handling Overdue Invoices

Invoices automatically move to "Overdue" status when:

• The due date has passed
• The invoice hasn't been marked as paid

When an invoice is overdue:

• The status updates automatically
• You can still mark it as paid at any time
• The invoice remains editable until marked as paid
• You may want to follow up with the reserver about payment

Setting Due Dates to Prevent Overdue Invoices:

1. Set a realistic due date when creating the invoice
2. Due dates must be today or in the future
3. Consider your institution's payment processing time
4. Communicate payment expectations clearly with reservers