Final invoices are used when a long-term guest is moving out but still owes final charges after their stay ends. This is commonly used for final utility bills, electric meter readings, damages, cleaning fees, or any other outstanding balance on the reservation.
For example, if a guest has already paid for their monthly site rent but still owes their final electricity bill after move-out, you can create a final invoice and send it to them for payment.
How to Check Out a Long Term Guest (if needed)
Before you generate the final invoice and send it to the guest, you might need to remove all the remaining future reservations for that long-term guest and check them out. To remove all remaining reservations:
- Click on the first reservation you would like to remove in the series.
- Click the red “Remove” button in the bottom left corner of the reservation slide over.
- This will open a confirmation window - within this confirmation window you will have the option to check the box to “Update Recurrences”. When this box is checked it will remove this reservation and all recurrences of this reservation into the future. (In the case below it is removing the remaining two months of this long term reservation.)
- This will remove the long term reservation from the calendar and you can proceed with marking the guest as checked out and generating the final invoice.
How to Generate a Final Invoice
- Go to the Reservations Calendar.
- Find the long-term reservation.
- Click on the final month of the reservation.
- Click Manage Invoices in the top right of the reservations slide-over.
- In the Manage Invoices window, scroll to the bottom of the invoice list.
- Click Generate Final Invoice.
After the final invoice is created, it will appear on the Reservations Calendar as a single light green file at the end of the long-term reservation.
How to Edit the Final Invoice
Once the final invoice has been generated, you can edit it to add the final charges owed by the guest.
- Click the light green final invoice file on the Reservations Calendar.
- Scroll down to the invoice details.
- Click Edit Invoice.
Adding a Final Electric Meter Reading
If the guest needs to pay a final electric bill:
- Open the final invoice.
- Enter the final electric meter reading.
- Click Save and Apply Electric Fees.
This will add the electric fees to the final invoice based on the meter reading.
Adding Other Final Charges
To add additional charges, such as damages, cleaning fees, or other move-out costs:
- Open the final invoice.
- Click Add Item.
- Enter the charge details.
- Save the item.
Repeat this process for any additional expenses that need to be added to the final invoice.
If this long-term reservation has a security deposit attached, you can also refund it on the final invoice. Please see this help article for more information on collecting and managing security deposits.
Sending or Collecting Payment
Once all final charges have been added, you can either send the invoice to the guest or collect payment right away.
To send the invoice to the guest, click Send Now directly from the Edit Invoice page.
To collect payment immediately:
- Click Save.
- Click Pay Now.
- Complete the payment using the point of sale window, just like you would for other reservation payments.
If the site was marked as non-bookable for the long-term guest, consider opening the site back up for short-term reservations after the guest moves out so it can be booked again.
Need More Help?
Please submit a support ticket by clicking the Help button in the bottom right of your screen and then clicking Submit a ticket.
We are always happy to help!