如何向客人开具发票

3 小时前

格蕾特

6 分钟

The Hostex Invoice system is built directly into the Charges and Payment workflow. Every charge automatically generates a unique invoice that your guests can view and download when they make a payment.

Key Principles

Principle	Detail
One Charge = One Invoice	Each charge has its own unique Invoice ID — invoices are generated at the charge level
Invoice ID is Unique	A unique code is generated per charge (e.g., `INV-001`)
Available When Paid	Guests can view and download their invoice after payment
Invoice Includes Taxes	Tax amounts appear as separate line items on the invoice

Step-by-Step: Issuing an Invoice

Step 1: Create the Charge

Before an invoice can exist, you need a charge:

Open the reservation → Charges 标签页
点击 “+ Charge”
Fill in the charge details (name, amount, due date, etc.)
If applicable, configure 税 in the Add/Edit Charge popup
点击节省

💡 See our guide “How to Add a Charge to a Reservation” for complete charge creation steps.

Step 2: Send the Payment Request

In the Charges tab, click “Collect” on the charge
Choose your channel (Email, Platform Message, SMS, or WhatsApp)
Include the {{payment_link}} shortcode in your message
Send the payment request

The guest clicks the link and lands on the Hostex Payment Page.

Step 3: Guest Views and Downloads the Invoice

On the Hostex Payment Page, the guest can:

See the Invoice Preview at the top of the payment page
Review their payment details before paying
After successful payment, access and download the Invoice directly from the payment confirmation screen

📄 The invoice is available as a downloadable file (PDF format) from the payment page.

What the Invoice Contains

The Hostex Invoice includes a professional layout with all essential details:

Invoice Header

场地	Content
Invoice Number	Unique ID (e.g., `INV-001`)
Invoice Date	Date the invoice was generated
Due Date	Payment due date
Stay Code	Reservation reference number

From / To

Section	Details
From	Your business name and address (from Settings → Business Profile)
To	Guest name and contact details

🏷️ Brand Logo: Customize your invoice by uploading a brand logo in Settings → Business Profile. The logo appears on the invoice header.

预订详情

The invoice lists the reservation information:

Guest name
Property name
Check-in / Check-out dates
Number of guests

Payment Summary

The invoice includes a detailed payment breakdown:

Line Item	描述
Charge Name	The charge description (e.g., “Cleaning Fee”)
Subtotal	Base charge amount before tax
Tax (if applicable)	Tax name and amount (e.g., “VAT 10% – $15.00”)
Total	Full amount owed

📊 Tax Display: Taxes appear as a separate line item, clearly labeled with the tax name and rate you configured.

Status Badge

The invoice shows the current payment status with a colored badge:

Status	Badge Color	描述
Received	🟢 Green	Fully paid
Partial	🟡 Amber	Partially paid
Unpaid	🔴 Red	Payment not received
Excess	🔵 Blue	Overpaid (guest paid more than owed)

Managing Multiple Invoices

One Reservation, Multiple Invoices

Since each charge generates its own invoice, a reservation can have multiple invoices:

Scenario	Invoices Created
One charge for cleaning	1 invoice
Cleaning + damage charge	2 invoices (one per charge)
Recurring weekly charge	1 invoice per paid instance

Finding a Specific Invoice

Open the reservation → Charges 标签页
Locate the charge you need
Click on the charge to open its detail drawer
The invoice is linked to this charge — you can view it from the payment page

Copying and Sharing the Invoice Link

For the Host (You)

On the reservation detail page, find the charge
点击 “Copy link” button (chain-link icon)
The invoice/payment page URL is copied to your clipboard
Share the link with your guest through any channel you prefer

Invoice and Tax Configuration

Setting Up Taxes on Invoices

Tax must be configured on the charge level — not on the invoice directly:

When creating or editing a charge, locate the 税 section
Add your tax name and rate
The tax amount auto-calculates and appears on:

The payment page summary
The invoice as a separate line item

Branding Your Invoice

Make your invoice look professional by setting up your business identity:

转至 Settings → Business Profile
Upload your Brand Logo
Fill in your business name and address
These details appear in the “From” section of every invoice

重要提示

⚠️ Invoice ID Generation

The Invoice ID is generated per charge, not per reservation
If you create multiple charges for one reservation, each gets a separate Invoice ID
Deleting a charge also removes its associated invoice records

💰 Partial Payments

If a guest makes multiple partial payments, the invoice reflects the cumulative total
The invoice status updates as payments are received

🌐 Language and Format

Invoices are generated in the format matching your Hostex account language settings
Dates are displayed in locale-appropriate formats

常见问题

Q: Can I create an invoice without creating a charge?

一个： No — invoices in Hostex are tied to charges. Every invoice requires a charge as its source.

Q: What if the guest needs a VAT receipt specifically?

一个： Configure VAT (or any tax) when creating the charge. The tax amount appears as a separate line on the invoice, which serves as a VAT receipt.

Q: Can I customize the invoice number format?

一个： Yes — invoice IDs are generated at the charge level with a unique code. You can configure the ID format in your settings.

Q: Can I email the invoice directly without sharing a link?

一个： When you use the Email option in 收取款项, the email includes the payment link. The guest clicks it, views the invoice, and can download it.

Q: How do I handle an invoice for a manually recorded cash payment?

一个： Even for manually recorded payments, you can generate a charge, mark it as paid, and provide the guest with the invoice through the payment page.

Q: Does Hostex automatically send invoices?

一个： Invoices are accessible through the payment page link. You can include this link in automated messages using the {{payment_link}} shortcode.

Quick Reference

Task	步骤
Create an invoice	Create a charge → Add tax (optional) → Collect payment → Send payment link
Find an invoice	Reservation → Charges → Click charge → View payment page
Share an invoice	Click “Copy link” on charge → Send URL to guest
Brand your invoices	Settings → Business Profile → Upload logo + add business details
Add tax to invoice	Edit charge → Configure tax → Tax appears on invoice
Download invoice	Available to guest on the payment page after payment

Questions about invoicing? Our support team is here to help at support@hostex.io or through the in-app chat.