You can’t edit a bill after it’s been closed. To correct a bill, you need to: 1) create an opposite bill to cancel out the first bill, and then 2) create the bill again with your corrections.

Note: You can't create bills or invoices with a date in the past, or change their date—if you need to, you'll have to use an external accounting system.

Terms you should know

A rebate (also known as a "credit note"), is effectively a negative bill. It's used to offset a closed bill. The items posted on the rebate bill are called rebate items.

Step 1: Cancel out the incorrect bill

1. Find the bill you need to correct and open it. To find a bill, you can search for the bill number or go to Main menu > Finance > Bills and invoices.

2. Click the Rebate button. Rebating a closed bill creates the items on the bill in the equal but opposite value, so you can close them on a bill that cancels out the first one.

3. Click All → to move all of the negative items to a new open bill.

4. Click + Payment and choose the same payment type as the original payment to create a "ghost payment."A “ghost payment” is not a real payment; it is simply a negative version of the original payment, which is used to cancel out the incorrect bill. If the original payment was made through Merchant, create a terminal card payment to avoid moving funds in and out of a customer’s bank account.

5. Enter the same amount as the original payment (in negative), if necessary (it should be pre-filled). For example, if the first bill was closed with a payment of €345, enter -€345.

6. In the Notes field, enter the number of the original bill that you just rebated.

7. Click Create.

8. When the bill is balanced, you can click Close.

9. After you close this bill, review it and click Closeagain.

Note: The consumption date of the "rebate items" (i.e., any item listed on a bill during the rebate) is always the date that they are created for the rebate.

Step 2: Create the corrected bill

Formal bills

If your guest needs an itemized bill (for example, if they need to claim their stay back as a business expense), you'll need to create a formal bill for them.

If the original bill items were incorrect and the customer needs to be refunded

Before you begin: Create a service that has the same name, currency, tax rate, and accounting category as your stay service; and make sure to select Has overridable price in the service options. You'll use this service to replicate the original stay items on the new bill. Learn more about setting up your stay service and creating new services.

Step 1: Re-create the original bill

1. Go to the billing screen of the customer whose bill you rebated in Step 1. To find a customer, you can search for their name or email address. Go to their customer profile, then go to the Billing tab.

2. Click + Bill item, and select the service you use to re-create accommodation charges.

3. Under Amount, enter the price of the customer’s accommodation (from the bill you rebated). If you need every night to be listed separately on the bill, you’ll need to add each night individually.

4. Click + Bill item and add every other item that was on the original bill.

5. When you've added all of the items that were on the original bill, click All → to move the items you added to a new open bill.

6. Click + Payment to add a ghost payment to the bill.

7. Choose the same payment type as the original payment. If the original payment was made through Merchant, create a terminal card payment to avoid moving funds in and out of a customer's bank account.

8. Click Create.

Step 2: Make your corrections

After you re-create the original bill, you can start making any corrections.

1. Add the bill item to the customer’s profile. To cancel an item on the original bill, you need to create a negative bill item.

2. Click to move the item(s) to the open bill.

3. To refund the customer for the negative item amount, click + Payment.

4. Choose the payment type you want the customer’s refund to be in.

5. Click Create.

6. When the bill is balanced, you can click Close.After you close the bill, review it and click Close again.

If the original bill was created with the wrong name, address, or other billing details (and the customer doesn’t need to be refunded)

Before you begin: Create a service that has the same name, currency, tax rate, and accounting category as your stay service; and make sure to select Has overridable price in the service options. You'll use this service to replicate the original stay items on the new bill. Learn more about setting up your stay service and creating new services.

Step 1: Make your corrections

Fix the customer’s name, address, or any other billing details that were incorrect on the original bill. If the bill should have been sent to a company or another customer instead, you can move it after you’ve re-created it.

Step 2: Create the corrected bill

1. Go to the billing screen of the customer whose bill you rebated in Step 1. To find a customer, you can search for their name or email address. Go to their customer profile, then go to the Billing tab.

2. Click + Bill item, and select the service you use to re-create accommodation charges.

3. Under Amount, enter the price of the customer’s accommodation (from the bill you rebated). If you need every night to be listed separately on the bill, you’ll need to add each night individually.

4. Click + Bill item and add every other item that was on the original bill.

5. Click All → to move the items you added to a new open bill.

6. Click + Payment to add a ghost payment to the bill.

7. Choose the same payment type as the original payment. If the original payment was made through Merchant, create a terminal card payment to avoid moving funds in and out of a customer’s bank account.

8. Enter the same amount as the original payment (in positive value, to balance the positive items).

9. Click Create.

10. When the bill is balanced, you can click Close.After you close the bill, review it and click Close again.

Informal bills

If your guest doesn't require an itemized bill, you can quickly and easily create an informal bill for them. Items will be listed as "Additional expenses," so these bills won't be suitable if the guest needs to give their bill to their company to claim expenses.

If the original bill items were incorrect and the customer needs to be refunded

Step 1: Re-create the original bill

1. Open the negative bill you created in Step 1.

2. Click the Rebate button to create the bill items in the equal but opposite value. Because the items on the bill created in Step 1 have a negative value, clicking Rebate will create the items with positive values (as they appeared on the original bill).

3. Click to move the positive items to a new open bill.

4. Click + Paymentto add a ghost payment to the bill.

5. Choose the same payment type as the original payment. If the original payment was made through Merchant, create a terminal card payment to avoid moving funds in and out of a customer’s bank account.

6. Enter the same amount as the original payment (in positive value, to balance the positive items).

7. Click Create.

Step 2: Make your corrections

After you re-create the original bill, you can start making any corrections.

1. Add the bill item to the customer’s profile. To cancel an item on the original bill, you need to create a negative bill item.

2. Click to move the item(s) to the open bill.

3. To refund the customer for the negative item amount, click + Payment.

4. Choose the payment type you want the customer’s refund to be in.

5. Click Create.

6. When the bill is balanced, you can click Close.

  • After you close the bill, review it and click Close again.

If the original bill was created with the wrong name, address, or other billing details (and the customer doesn’t need to be refunded)

Step 1: Make your corrections

Fix the customer’s name, address, or any other billing details that were incorrect on the original bill. If the bill should have been sent to a company or another customer instead, you can move it after you’ve re-created it.

Step 2: Re-create the original bill

1. Open the negative bill you created in Step 1.

2. Click the Rebate button to create the bill items in the equal but opposite value. Because the items on the bill created in Step 1 have a negative value, clicking Rebate will create the items with positive values (as they appeared on the original bill).

3. Click to move the positive items to a new open bill.

4. Click + Payment to add a ghost payment to the bill.

5. Choose the same payment type as the original payment.
If the original payment was made through Merchant, create a terminal card payment to avoid moving funds in and out of a customer’s bank account.

6. Enter the same amount as the original payment (in positive value, to balance the positive items).

7. Click Create.

8. When the bill is balanced, you can click Close.

  • After you close the bill, review it and click Close again.


Did this answer your question?