How the Invoice Module Connects to Reservit
The Invoice Module reads reservation and folio data from your Reservit account via the published API. When a reservation is marked as checked out in Reservit — meaning the guest has departed and the folio is closed — the Invoice Module detects this status change, reads the folio details (room charges, extras, taxes and any adjustments), and uses that data to generate an invoice. The invoice is then delivered according to the delivery rules you configure: immediately on checkout, on a daily batch, or on a monthly basis for corporate accounts.
The module does not write invoices back to Reservit — it reads data from Reservit and produces PDF invoices that are stored in the ItReserve dashboard and delivered to guests or finance contacts. Your Reservit account remains unchanged. If your Reservit plan includes its own basic invoice feature, the ItReserve Invoice Module operates independently and does not interfere with it.
Before proceeding with invoice configuration, confirm that your Reservit API key has read access to reservations, guest data and folios. If you are unsure, refer to the API setup guide to check your key's permissions.
Configuring Invoice Templates
Navigate to Invoice Templates in the ItReserve Invoice Module dashboard. By default, two templates are provided: a standard guest invoice template and a corporate invoice template. Both can be customised with your property's branding, contact details and layout preferences.
To customise a template, click Edit on the template you want to modify. You can upload your property logo (PNG or SVG, maximum 2MB), set your property address and contact details, define the invoice header and footer text, and choose font and colour settings that match your property's visual identity. All template customisation is visual and does not require HTML or coding knowledge.
The invoice body — the line-item breakdown of charges — is populated automatically from Reservit folio data. You can configure which charge categories to display as separate line items (for example, room rate, breakfast, minibar, parking as separate lines) and which to group (for example, combining all food and beverage charges into a single F&B line). Navigate to Line Item Settings within the template editor to configure this grouping.
Preview your template using the Test Invoice function, which generates a sample invoice using placeholder data so you can review the layout before it goes live. Adjust formatting as needed until the preview matches your requirements.
EU VAT Settings — French TVA and German MwSt
For properties operating within the European Union, invoices must display VAT correctly — both the applicable rate and the legal designation. The ItReserve Invoice Module supports EU VAT configuration on a per-property and per-rate basis.
Navigate to VAT Settings in the Invoice Module dashboard. Set your country of operation — the module will populate the standard VAT rate and legal label for your country automatically. For France, the standard rate is 20% TVA (taxe sur la valeur ajoutée), with a reduced rate of 10% applicable to accommodation services; the module will use the reduced rate for room charges and the standard rate for other taxable services if you enable the automatic rate split. For Germany, the standard rate is 19% MwSt (Mehrwertsteuer), with a reduced rate of 7% applicable to accommodation. The module applies the correct reduced rate to qualifying accommodation charges and the standard rate to other taxable services.
Enter your property's VAT registration number — this is legally required to appear on invoices. For French properties, this is your numéro de TVA intracommunautaire (FR followed by an 11-digit key). For German properties, this is your Umsatzsteuer-Identifikationsnummer (DE followed by nine digits). For Montenegrin properties registered as ItReserve d.o.o. partners, enter your PIB as the tax reference number.
If your property serves guests from multiple EU countries and you need to apply the VAT rules of the guest's country of residence under the destination principle for B2B transactions, enable the B2B VAT Rules toggle. This feature reads the guest's VAT number from the Reservit guest profile (if entered at time of booking) and applies zero-rated VAT with a reverse charge notation for intra-EU B2B supplies, which is legally required for such transactions in most EU member states.
Setting Up Automatic Delivery
Navigate to Delivery Rules in the Invoice Module dashboard. Three delivery modes are available.
Immediate delivery sends the invoice to the guest's email address as recorded in the Reservit guest profile within minutes of the Reservit folio being marked as closed (checked out). This is appropriate for leisure stays where the guest expects to receive an invoice promptly after departure. Enable this mode by selecting Immediate under Delivery Timing and confirming the From address (your property's email address) and the email subject line.
Daily batch delivery collects all invoices generated during a calendar day and sends them in a single batch at a time you specify — for example, at 08:00 every morning, covering all checkouts from the previous day. This is useful for properties where the accounts team reviews invoices before they are sent to guests.
Manual delivery generates invoices and stores them in the ItReserve dashboard for your accounts team to review and send manually. No automatic delivery occurs. This mode is appropriate for properties that want to review each invoice before it leaves the property, or for corporate billing situations where invoices need approval before dispatch.
Per-Stay vs Monthly Invoicing
The Invoice Module supports two invoicing frequencies: per-stay and monthly. Per-stay invoicing generates one invoice per checked-out reservation, delivered according to your delivery rules. Monthly invoicing aggregates all stays completed within a calendar month for a specific guest or account and generates a single consolidated invoice, delivered at the start of the following month. Monthly invoicing is particularly useful for corporate accounts where the finance team prefers to reconcile a single monthly statement rather than individual stay invoices.
To switch between invoicing frequencies, navigate to a specific guest profile or corporate account in the Invoice Module dashboard and select the invoicing frequency from the dropdown. You can set a default frequency in Invoice Settings that applies to all new guests, and then override it individually for specific accounts.
Handling Corporate Billing
Corporate billing requires a slightly different setup from standard guest invoicing. Navigate to Corporate Accounts in the Invoice Module dashboard and create an account for each corporate client. Enter the company name, registered address, VAT number, finance contact email, and any purchase order reference that should appear on invoices for that account.
Once a corporate account is created, link it to the relevant guest profiles or company names in Reservit. When the Invoice Module processes a checkout for a reservation linked to a corporate account, it applies the corporate invoice template, uses the company billing address rather than the guest's personal address, and routes the invoice to the finance contact email rather than the guest's personal email. If the corporate account is set to monthly billing, the stay is added to the month's accumulating invoice rather than triggering an immediate per-stay invoice.
For corporate accounts that require invoices in a specific format — for example, referencing a purchase order number that the guest provides at booking — configure the PO Reference Field in the corporate account settings. The module will include this field on the invoice if the relevant Reservit reservation has a matching guest-facing note or custom field populated with the PO reference.
Troubleshooting Invoice Generation
Invoice not generated after checkout
The most common cause is the Reservit folio not being fully closed at checkout. The Invoice Module triggers on a fully closed folio status in Reservit. If the front desk team closes the reservation but leaves the folio open for a charge to be added later, the module will not generate an invoice until the folio is closed. Check the Reservit folio status for the relevant reservation.
Invoice generated but not delivered
Check the guest profile in Reservit for a valid email address. The Invoice Module reads the email address from the Reservit guest profile at the time of invoice generation — if the email field is blank or contains an invalid address, delivery will fail. The invoice will still be stored in the ItReserve dashboard and can be downloaded and sent manually.
VAT calculation appears incorrect
Confirm that your VAT settings in the Invoice Module match your property's registered VAT rates and that the charge category mapped to your room rate in Reservit is correctly tagged as an accommodation service in the module's Line Item Settings. If breakfast or other services are being charged at the accommodation VAT rate rather than the standard rate, review the charge category tags in Line Item Settings.
Corporate invoice sent to wrong recipient
Confirm that the Reservit reservation is correctly linked to the corporate account in the Invoice Module. If the module does not recognise the booking as corporate, it will use the guest's personal email. Check the corporate account linking rules in Corporate Accounts settings and ensure the guest profile or company field in the Reservit reservation matches the linking criteria you have defined.