Invoices in Room Reservations allow you to bill reservers for Space, Resource, and Service Provider usage. Each reservation group can have one invoice that includes all associated costs.

Invoice Statuses

Your invoices will move through several statuses during its lifespan:

• Draft - The invoice is being created or edited but hasn't been sent yet. You can freely make changes to costs, add items, and adjust details.
• Unsaved Changes - You've made edits to the invoice that haven't been saved. Click "Save Changes" to preserve your work.
• Created - The invoice PDF has been generated and downloaded, but hasn't been sent through the Room Reservations system. Use this status if your institution handles invoice delivery through your own finance department or billing process.
• Sent - The invoice has been generated and emailed to the reserver and you (the reviewer). The invoice is now active.
• Pending Changes - You've saved changes to an invoice that was already sent. The reserver still has the old version. Click "Send Invoice" again to email the updated version.
• Overdue - The invoice's due date has passed and it hasn't been marked as paid.
• Paid - The invoice has been marked as paid. Once an invoice is paid, the invoice table becomes read-only to prevent accidental changes.

Setting Default Costs

Before creating invoices, we recommend setting default costs for your spaces, resources, and service providers. Default costs automatically populate into invoices, saving time and ensuring consistency in your pricing.

Why Set Default Costs?

• Costs automatically appear when a space is reserved
• Resources and service providers have their costs pre-filled when assigned
• Ensures consistent pricing across your institution
• Reduces manual data entry and potential errors

How to Set Default Costs:

1. Select the item you want to set a default cost for
2. Scroll to the Cost section
3. Enter the cost amount (must be 0 or greater, up to 2 decimal places)
4. Select a Charge Method:
   • Flat Fee - A one-time charge regardless of duration
   • By Hour - Cost is multiplied by the number of hours reserved
   • Per Item (Resources only) - Cost is multiplied by quantity
5. Click Save

Important Notes for Default Costs:

• Cost is optional - you can leave it blank for items that don't have a standard charge
• Default costs can be adjusted for individual reservations when creating an invoice
• Changes to default costs only affect new reservations, not existing invoices

Typical Invoice Workflow

Once you've set up default costs, here's how the invoice process typically works:

1. Review the reservation - Verify space, resources, and service providers are correct
2. Edit costs - Adjust any auto-populated costs if needed
3. Add additional items - Include fees, services, or discounts not covered by default costs
4. Set a due date - Establish payment expectations
5. Save your changes - Preserve your work
6. Download / Send the invoice - Review before sending
7. Mark as paid - Update status once payment is received

Important Notes for Invoicing

• Each invoice receives a unique, auto-incrementing number
• The following roles can create, edit, and manage invoices: Platform Admins, Facilities Managers, and Event Coordinators