> For the complete documentation index, see [llms.txt](https://docs.okup.ai/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.okup.ai/okupai-platform/properties-and-platforms/client-billing/invoice-drafts-and-history.md).

# Invoice Drafts and History

Review monthly calculations, edit invoice lines, generate current documents, and retrieve historical PDFs.

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## 🗓 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:

1. Open the property in **Properties → Client Billing**.
2. Select **Invoice Drafts**.
3. Click **New draft**.
4. Choose the **Invoice month**.
5. Click **Create draft**.

Only one invoice or invoice draft can exist for the same property and month.

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## 🧮 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

{% hint style="info" %}
Booking fees use the **check-in month**, while the default cleaning quantity uses the **checkout month**. A stay crossing two months can therefore affect different monthly lines.
{% endhint %}

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## ✏️ Review and edit a draft

Click **Edit draft**. View-only users see **Inspect draft** instead.

1. Search the booking list and confirm which bookings are selected.
2. Review the cleaning quantity and **Net unit price**.
3. Add or remove lines under **Materials & services**.
4. Choose **Material**, **Service**, or **Adjustment** for each manual line.
5. Check the **VAT percent**.
6. Add a useful **Change summary**.
7. Review the live invoice preview.
8. Click **Save draft**.

Each save creates a new revision, so the calculation history is preserved.

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## ⚠️ 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.

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## 📄 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.

| Document status        | Meaning                                              |
| ---------------------- | ---------------------------------------------------- |
| **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.

{% hint style="warning" %}
Generating documents does not send the invoice automatically. The dashboard exposes the PDF preview and historical PDF download; the XLSX is prepared as part of the delivery package.
{% endhint %}

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## ✉️ Confirm a sent invoice

After the invoice has actually been delivered to the client, click **Confirm sent**.

{% hint style="warning" %}
The sent status is permanent. The invoice moves to **All invoices**, where its original document remains unchanged.
{% endhint %}

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## 🔁 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.

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## 🗑 Delete an unused draft

You can delete a draft only before documents have been generated.

1. Find the draft with **No documents**.
2. Click **Delete draft**.
3. Confirm the warning.

Deletion cannot be undone. If documents already exist, keep the revision history and correct the draft instead.

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## 🕘 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.

{% hint style="info" %}
If **PDF unavailable** appears, the historical record exists but no downloadable PDF is attached.
{% endhint %}

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## 🛠 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.