How to send invoices automatically in Mews Operations

Mews Operations can automatically issue invoices to guests or companies at checkout, with no manual action needed from your team. This ensures invoices go out consistently after every single-stay checkout, reducing delays in payment collection and eliminating the risk of invoices being missed. Property administrators configure the automation within billing automation settings, giving you control over which invoice flows to automate and which to keep manual. Once set up, Mews can also send invoices automatically to the payer's email address.

 

In this article you can learn about:

• How to set up automatically sending invoices at check out

• Step 1: Configure the target bill

• Step 2: Issue invoices automatically

• How does the sending of invoices automatically automation work

How to set up automatically sending invoices at check out

You configure invoice automation within a billing automation. You can add it to an existing billing automation or create a new one.

1. In Mews Operations, go to the main menu  > Operations > Billing automations.

2. Click an existing billing automation to edit it, or click Create to set up a new one.

3. Click the Timing dropdown to select Continuously.

4. Select the items Mews invoices and configure the automation conditions.

The Continuously option routes charges to the correct bill as soon as Mews creates them. At checkout, all relevant charges are already on the bill. The items and conditions available vary depending on your property's configuration.

Step 1: Configure the target bill

In this step, you configure who is responsible for paying the invoice.

1. Click the Who is responsible to pay dropdown to select Guest or Company.

2. Click the Guest profile dropdown to select Reservation owner or Guest profile.

3. Enable the Create separate bill for each reservation check box. You must enable this for invoice automation to work — automation only applies to single-stay invoices and does not support combined bills for multiple reservations.

Step 2: Issue invoices automatically

In this step, you configure when Mews Operations issues and sends invoices.

1. Select Issue invoice automatically. The following options appear. Configure them as needed:

   • Invoice issued: click the dropdown to select At checkout or With delay from checkout.

     • At checkout: Mews issues the invoice as soon as the guest checks out. This refers to the actual checkout time, not the planned checkout time.

     • With delay from checkout: Mews issues the invoice after a set delay following checkout. Use this to allow time for any last-minute changes before Mews issues the invoice.

   • Invoice counter: click the dropdown to select the bill counter to use for this automation. This field is only visible if your property has more than one bill counter configured. By default, Mews uses the default bill counter set in Accounting configuration.

   • Purchase order number is required: enable this check box if invoices from this automation require a purchase order number. Mews sources the purchase order number from the reservation.

     • If enabled and the reservation does not have a purchase order number, the automation fails and Mews notifies your property.

     • If not enabled, Mews issues the invoice without a purchase order number.

   • Email the invoice: enable this check box to send the invoice automatically once Mews issues it.

     • If enabled, Mews sends the invoice to the email address on the guest or company profile.

     • If the profile has no email address, Mews still issues the invoice but does not send it. Mews notifies your property.

     • If not enabled, Mews issues the invoice but does not send it.

2. Click Save.

 

How does the sending of invoices automatically automation work

Once you save the automation, Mews runs it continuously and validates the required data before issuing each invoice:

• Mews applies the same data requirements as when you issue an invoice manually, including any fiscal or electronic invoicing requirements for your legal environment.

• If you enable the Purchase order number is required check box, Mews also validates the purchase order number.

• If Mews cannot issue an invoice, it notifies your property with a reason.

• If Mews issues an invoice but cannot send it, Mews notifies you of the sending failure independently.

You can view and manage all your billing automations in Mews Operations under main menu  > Operations > Billing automations.

 

Once your billing automation is active, Mews automatically issues and sends invoices after every single-stay checkout.