📝Invoice Drafts and History
Review monthly calculations, edit invoice lines, generate current documents, and retrieve historical PDFs.
🗓 How drafts are created
For active Client Billing properties, the monthly process prepares one draft for the previous calendar month. You can also create a draft manually:
Open the property in Properties → Client Billing.
Select Invoice Drafts.
Click New draft.
Choose the Invoice month.
Click Create draft.
Only one invoice or invoice draft can exist for the same property and month.
🧮 What the initial draft includes
A new draft starts with:
Eligible bookings whose check-in is in the billing month
Confirmed bookings, plus cancelled bookings that still have a recorded guest payment
No calendar blocks
A cleaning quantity based on eligible checkouts in the month, when cleaning is enabled
Material expenses dated within the billing month
✏️ Review and edit a draft
Click Edit draft. View-only users see Inspect draft instead.
Search the booking list and confirm which bookings are selected.
Review the cleaning quantity and Net unit price.
Add or remove lines under Materials & services.
Choose Material, Service, or Adjustment for each manual line.
Check the VAT percent.
Add a useful Change summary.
Review the live invoice preview.
Click Save draft.
Each save creates a new revision, so the calculation history is preserved.
⚠️ Resolve draft warnings
The workspace warns you when:
A selected booking changed after the draft was calculated
A selected booking no longer exists or is no longer billable
An eligible booking is not included
No Billing Model applies to the month, causing calculated fees to default to zero
Do not generate final documents until the warnings are understood. To reload a changed booking from current data, deselect it and save, then reopen the draft, select it again, and save once more.
📄 Generate PDF and XLSX documents
When the draft is correct, close the editor and click Generate now.
The first generation assigns the invoice number and creates PDF and XLSX documents from the same revision. The invoice number stays the same if you regenerate later.
No documents
Nothing has been generated yet
Documents ready
Current files match the current draft revision
Documents outdated
The draft changed after its documents were generated
If the status is Documents outdated, review the latest preview and click Generate now again.
✉️ Confirm a sent invoice
After the invoice has actually been delivered to the client, click Confirm sent.
🔁 Correct a sent invoice
You can edit an invoice from All invoices when a correction is required. Saving the change generates two documents together:
a Stornorechnung that cancels the original invoice;
a replacement invoice containing the corrected values.
Send both documents to the client, then click Confirm correction sent. The correction documents move to All invoices together and become immutable.
🗑 Delete an unused draft
You can delete a draft only before documents have been generated.
Find the draft with No documents.
Click Delete draft.
Confirm the warning.
Deletion cannot be undone. If documents already exist, keep the revision history and correct the draft instead.
🕘 Use Invoice History
Open Invoice History to view invoices already recorded as sent or imported from the previous billing process.
Each row shows the billing month, invoice number, status, and gross total. Use the magnifying-glass button to preview the PDF or the download button to save it. Historical invoices are read-only.
🛠 Troubleshooting
A draft already exists — open the existing property/month draft instead of creating another.
No documents can be generated — make sure the draft contains at least one invoice line.
Documents outdated — regenerate after reviewing the latest saved revision.
No Billing Model — configure an effective model in Billing Models.
Preview unavailable — retry, then contact support if the current PDF still cannot be rendered.
➡️ Next steps
Return to Client Billing Overview to monitor the full portfolio.
Review calculation settings in Billing Models.