How to set up and issue invoices in Mews Operations

AccountingFront Office OperationsFinanceMews OperationsRate Management

An invoice is a bill with a future payment date. You can set up invoices in Mews Operations to issue to customers. As soon as you issue an invoice, it becomes a legal document you cannot amend. Issuing the invoice creates it in the system only. Mews does not send the invoice to the client automatically by email. You can customize the header and footer displayed on all your invoices, as well as proforma invoices with HTML. If you're a beginner, you can learn about the basics of HTML here. 

In this article you can learn about:

 

How to set up invoices

To set up your invoices in the accounting configuration:

  1. Go to the main menu Screenshot 2024-01-15 at 12.16.40.png  > Settings > Property.
  2. From the Finance drop-down menu, click Accounting configuration.
 

To turn on payment tracking for outstanding invoices

  1. Under Options, select Receivable tracking enabled.
  2. Click Save.
 

    To ensure you enable invoices

    1. Under External payment types, make sure to select the option Invoice.
    2. Click Save.
     

    To set the default due date interval

    1. Under Invoice due interval, enter the number of days you want to receive payment after issuing an invoice.
    2. Click Save.
     

    To choose a default counter

    1. Under Default invoice counter, to apply to all future invoices automatically.
    2. Click Save.
     

    To choose a default accounting category for invoice payments

    1. Under Invoice payment, to apply to all invoice payments automatically.
    2. Click Save.
     

    To customize the header and footer 

    You can customize the header to display your property’s details, such as the address and VAT identification number information from this field.  
    1. Scroll down to the bottom of the page to the Bill header field. Enter your custom HTML. 
    2. In the Bill footer field, you can add a farewell message to your guests and include marketing material, such as upcoming deals or promotional codes. Enter your custom HTML
    3. Click Save.
     

    How to issue an invoice

    You can issue an invoice if the customer profile has the invoiceable option turned on. You can learn more about this here .


    To issue an invoice to a customer:

    1. Open the customer’s profile.
    2. Go to the Billing tab.
    3. Find the open bill you want to issue an invoice for.
    4. Click Invoice > Issue invoice. Note: If the customer pays all items in a bill, Mews does not display the Issue invoice button.
    5. Review the invoice. Before you issue the invoice, you can change certain aspects, such as the due date, taxation date, and address. Note: You can learn more about those aspects of an invoice that you can update by reading the detailed list below.
     
     

    Explanation of fields

    FieldDescription
    CounterSelect the counter you want to use to number this invoice. Note: Mews automatically selects the default counter set up for invoices in your accounting configuration. 
    Fiscal registryThis field is visible only in countries with fiscal integrations. Select the fiscal registry integration through which you want to report the invoice.
    Fiscal machineThis field is only visible in countries with fiscal printers. Select the fiscal printer you want to use to print the invoice
    Taxation dateSelect the date on which you want taxes to apply to the invoice.
    Due dateSelect the date by which the customer should pay the invoice. Note: Mews automatically selects a due date based on your set Invoice due interval.  
    Unique identifierEnter an identifying number for your external accounting software.
    Informative CurrencySelect the currency you want to list on the invoice.
    Find address bySearch for the customer's billing address to fill in the rest of the details.
    NotesEnter any additional information or notes about the invoice.

     

    1. Click Issue invoice. 


    You can learn more about the Bills and invoices report here.
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