Invoicing
An invoice is the formal document you give a guest or company for their stay. While a folio is the live working ledger, an invoice is the presentable record built from it. You do not create invoices by hand: Veridien creates one automatically for each reservation. You manage them under Front Desk > Invoices.
When a reservation has a folio, Veridien creates exactly one invoice for it automatically. There is no "generate" step and no invoice type to choose: every invoice is a full invoice for the stay. The invoice is created as a Draft and is assigned its number the moment it is created.
While it is a draft, the invoice stays live: its contents are recomputed from the folio each time you open it, so any charge or payment you add to the folio is reflected without regenerating anything. The invoice is frozen into a fixed record the first time you move it out of draft (Mark as Sent or Mark as Paid). From that point its figures no longer change, even if the folio is edited later.
One invoice per reservation
Invoices are created only when invoicing is enabled for the property, and never for a folio whose charges net to a credit (a refund state). You will always have at most one invoice per reservation.
You can reach the invoice two ways:
- Front Desk > Invoices lists every invoice for the property with its status.
- From the reservation's folio, click View Invoice in the toolbar to open the invoice for that stay.
Each invoice is assigned a sequential number when it is created. The number is minted automatically and cannot be set by hand, which keeps your numbering unbroken for tax purposes. A voided or skipped invoice simply leaves a gap, which is acceptable.
By default the number is a plain zero-padded sequence: 0001, 0002, 0003, and so on. You can customize the format in the invoice Design Studio (see below):
- Add a prefix, for example
INV. - Include the year, which produces numbers like
INV-2026-0001. When the year is included, the sequence resets at the start of each calendar year; without it, the sequence runs continuously so plain numbers never collide across years. - Change the padding width of the sequence.
Changing the format only affects invoices created afterward. It never rewrites a number that has already been assigned.
Every invoice has a status, shown in the Invoicing list:
- Draft - created, not yet sent, still live against the folio.
- Sent - delivered to the guest, or manually marked as sent. The figures are now frozen.
- Paid - marked as paid.
- Voided - cancelled. Voided invoices stay in the list with a strikethrough so the record is never lost.
You change status from the actions menu (the three-dot menu) on each invoice row: Mark as Sent (from Draft), Mark as Paid (from Draft or Sent), and Void Invoice. A voided invoice cannot be sent or changed.
- In the Invoicing list, open the actions menu on the invoice and choose Send Email.
- The recipient defaults to the guest's email on file. If there is none, a warning appears and you can type an address.
- Click Send Invoice.
Veridien emails the invoice as a PDF attachment. Sending also records the recipient and time, and moves a Draft invoice to Sent automatically.
From the actions menu on any invoice you can also:
- View PDF - open the rendered invoice.
- Download PDF - save a copy to your computer.
- Print - open the PDF for printing, for guests who want a paper copy at checkout.
Open the invoice Design Studio to control how invoices look. Settings apply to every invoice the property creates, so you set them once. A live preview updates as you edit, and it matches the generated PDF.
- Template - choose Default or Classic.
- Colors and fonts - set the accent color and typography.
- Layout - set the density (Compact, Normal, or Relaxed), page margin, and logo size and alignment.
- Logo - upload your property logo (PNG, JPG, or WebP, up to 2MB).
- Sections - toggle which blocks appear on the invoice.
- Content - edit the title, footer, and payment instructions, inserting variables such as the guest name where you want them filled in per invoice.
- Invoice settings - set the payment-due window and the invoice-number format described above.
Processing costs are not guest surcharges
A payment method's processing cost (for example a card fee) is a merchant expense frozen onto the payment when you record it. It is never added to the guest as an invoice line. See Payments & Settlements.
Sending, marking, and voiding invoices require the billing.createInvoice permission. Viewing the invoice list and PDFs requires billing.view. See Users & Roles.
- Folios - the ledger invoices are built from.
- Payments & Settlements - recording the payments behind an invoice.