How to create a prepayment invoice

Prepayment invoices are how HotelBee handles deposits in a fiscally clean way. The most common path is from a group's profile — weddings and conferences usually pay a deposit weeks in advance and want a proper invoice for it. This article covers that flow.

From the group profile

Open the group (Frontdesk → Groups → click the group). On the group profile, the actions panel has a Create Prepayment Invoice button. Click it.

The prepayment modal

1. Pick the product — search and select the prepayment/deposit product from the autocomplete. The product's default price auto-fills the price field below.
2. Set the amount — override the product price to the actual deposit amount. €1,000 deposit on a €5,000 wedding total → enter 1000.
3. Save — the prepayment invoice is created in the group's currency, fiscalized (where applicable), and attached to the group's folio.

Take the payment

Open the prepayment invoice from the group's invoices list. Add a payment with the method the customer used (Bank Transfer is most common for advance deposits; Card or Cash also work). When the payment matches the invoice total, status flips to PAID. Send a copy to the customer if they need it.

At check-out — netting against the final invoice

When the group checks out, the final invoice covers the full stay — room nights, services, F&B. The prepayment is already paid, so:

• Add a credit line on the final invoice for the prepayment amount (negative line item) — the balance due drops by that amount; the math is clean for the customer.
• Or treat the prepayment as a payment-on-account on the final invoice — same net effect, slightly different paper trail. Pick one convention and stick to it.

Outside groups — single-reservation prepayments

Individual reservations don't have the same one-click prepayment modal, but you can achieve the same result manually: create an invoice from Finance → Invoices, add the deposit product as a line, set the amount, link to the reservation in the customer field, fiscalize. The flow is identical from the customer's perspective.