How to generate a reservation invoice

Generating a Reservation Invoice in Hotel Bee

Issuing an invoice is one of the most important steps in completing a guest's stay. In Hotel Bee, this process is quick and straightforward, allowing staff to generate an accurate invoice for any reservation directly from the calendar. This guide explains, step by step, how to create an invoice for a client's booking so that billing remains clear, consistent, and easy to manage.

Before You Begin

Make sure you are logged in to Hotel Bee and that the reservation you wish to invoice already exists in the system. It helps to know the guest's name, the room, and the dates of the stay, as this makes locating the booking much faster.

Step-by-Step Instructions

Step 1 — Open the Calendar. From the main menu, select the Calendar. This view displays all rooms and reservations organised by date, giving you a clear overview of the property's bookings at a glance.

Step 2 — Locate the reservation. Find the correct room and move to the date of the guest's stay. Each booking appears on the calendar next to its room and dates, so you can quickly identify the reservation you need.

Step 3 — Open the reservation. Click on the booking to open it. A detailed window will appear, showing the guest's information, the room, the dates, and the charges associated with the stay.

Step 4 — Review the details. Before creating the invoice, take a moment to confirm that the information is correct — the guest's name, the room, the length of stay, and the total amount. Checking these details helps avoid errors on the final document.

Step 5 — Scroll to the invoice option. Within the reservation window, scroll down until you reach the Issue Invoice button. This button is located toward the bottom of the reservation details.

Step 6 — Issue the invoice. Click Issue Invoice. Hotel Bee will generate the invoice automatically, using the reservation's existing information so that the figures always match the booking.

Step 7 — Save or print. Once the invoice has been created, you can save it, print it, or share it with the guest as required. The invoice is now recorded in the system for future reference.

After Issuing the Invoice

Once the invoice has been generated, it becomes part of the reservation's record. This ensures that every booking has a clear billing history, which is useful for accounting, reporting, and answering any questions the guest may have later. If a correction is needed, simply return to the reservation through the calendar and review the details again before reissuing.

Generating an invoice in Hotel Bee is designed to be simple and reliable. By following these steps — opening the calendar, selecting the reservation, and using the Issue Invoice button — staff can produce accurate invoices in just a few moments. Keeping this process consistent helps the property maintain organised financial records and provides guests with professional, dependable service throughout their stay. With a little practice, issuing an invoice becomes a routine task that any team member can complete confidently.