Payment status and PDFs

An invoice tracks two things: where it is in its lifecycle (draft → issued → paid) and what its PDF looks like. Actual money is recorded against the booking, not the invoice — the invoice’s payment status follows along automatically.

Invoice statuses

• Draft — editable, not yet a legal document.
• Issued — finalized and numbered; can no longer be edited.
• Partially paid — some of the total has been received.
• Paid — settled in full.
• Cancelled — reversed (a draft is cancelled outright; an issued invoice is reversed with a cancellation invoice — see Invoice creation and numbering).

You filter the Finance → Invoices list by status (and by target) to find what’s outstanding.

How payment status is tracked

For invoices tied to a booking, the payment status is synced automatically from the booking’s payments. When you record a bank transfer on the booking’s Payment card, the linked invoice moves to Partially paid or Paid on its own. The invoice’s Payment card is read-only and simply mirrors the booking’s payment summary.

You can also set an invoice’s status directly with Mark as Paid — useful for manual or off-platform invoices that aren’t driven by a booking’s payment legs. There is no separate “record a payment on the invoice” step; collect the money on the booking (see How payments work).

PDFs

Every invoice produces a PDF you can Preview PDF or Download PDF from its detail page. The PDF is built from:

• The invoice’s line items and totals.
• Your custom text blocks — the body content you arrange around the invoice details, with template variables filled in.
• The PDF footer text — up to two extra footer columns you set as Footer Text 1 and Footer Text 2 under Settings → Invoicing.

PDFs are rendered in the buyer’s language: the invoice freezes the guest’s booking locale (and the localized footer text) when it’s created, so the guest always gets the invoice in the language they booked in.

How guests receive invoices

Guests access their invoice PDF through the storefront, using the secure link tied to their booking — the same place they manage their reservation. The invoice isn’t pushed as an email attachment; it’s available on demand for download.