Invoice management, payment links and PDF invoices

Modified on Thu, 18 Sep at 2:18 PM

TABLE OF CONTENTS

Invoices list – Managing invoices in Moder
Stripe payment links
Creating and sending PDF invoices
- Guide to creating and sending PDF invoice
- Marking an invoice as paid
Creating a cash or card payment receipt
- Steps to create a cash payment receipt

Invoices list – Managing invoices in Moder

The Invoices list is a powerful tool that allows you to manage and track all invoices created and sent through Moder. This view provides a clear overview of your billing status, helping you keep your finances organized. From the list, you can check invoice statuses, search for specific invoices, and easily create new invoices, even without a booking.

This is how you use the Invoices list

Opening the Invoices list

Go to the Booking calendar -> Invoices section to view all invoices.

Checking invoice status

In the "All statuses" column, you can see the status of invoices, such as overdue, paid, and drafts.

You can filter invoices based on their status. In the example above, the filter is applied to show only overdue invoices. If you view all invoices at once, their status is displayed in the rightmost column.

An "Pending payment" status means the invoice has been sent to the customer, but the payment is still pending.

A draft invoice is not visible to the customer but can be saved as a finalized invoice and sent later.

Creating a new invoice

You can create a new invoice by clicking the "Create" button in the top right corner.

Moder allows you to create and send invoices even without a booking. This is particularly useful in situations where a customer needs an invoice for a standalone service or product. We will go over the invoice creation process in Moder separately later.

Filtering, sorting, and searching

Filtering invoices

Using the filters in the top bar, you can easily narrow the view to:

Paid invoices,
Invoiced invoices,
Overdue invoices, or
Draft invoices.

If needed, you can choose to view both invoices and webshop payments made online or only invoices.

This helps you quickly find the specific invoices you need to work with.

Sorting invoices

Sort the view by clicking the arrow icon next to any column header.

Searching invoices

Use the search bar on the left to find invoices using various criteria, such as the customer's name, company name, invoice number, or invoice amount.

This makes managing invoices flexible and helps you quickly locate the information you need.

Tips for using the Invoices list

With these tools and features, you can efficiently manage billing in Moder, ensure financial information is up to date, and handle invoices sent to customers correctly.

Late (or overdue) invoices

Keep track of overdue invoices and contact customers if necessary to remind them about the payment.

Managing draft invoices

Make use of draft invoices to prepare invoices in advance without sending them yet.

Tracking statuses

Regularly monitor invoice statuses to ensure all invoices are managed on time and payments are recorded correctly.

Stripe payment links

Creating and sending a payment link

A payment link via Stripe is a convenient way to handle payments quickly and effortlessly. When a traveler pays for their booking using the payment link, the booking is automatically marked as paid in Moder, eliminating the need for manual payment entries. This feature saves time and simplifies payment management.

How to proceed

Open the desired booking

Click on the booking either from the Booking calendar or the Booking list to open the booking preview.

Create an invoice

Click on the invoicing tab.

Create an invoice

Click "Create invoice". A draft invoice will open. Review the information and edit if needed. Then click "Save" on the top right corner. To send the payment link to the traveler, click "Send invoice by email."

The traveler will receive an email from no-reply@noreply.moder.fi containing a link to the payment page. At the same time, the draft invoice is saved as a finalized invoice in Moder and assigned an invoice number.

Please note that fields in bold are mandatory on the invoice.

Save the invoice

If you don’t want to send the invoice yet, you can save it by clicking "Save invoice."

Automatic payment entry

When the traveler pays via the payment link, the booking is automatically marked as paid in Moder. The payment method is always recorded as "Online" payment.

Editing an invoice before sending

If you want to edit the invoice before sending it (e.g., add line items), click "Edit." In the editing view, you can make necessary changes, such as adding or removing line items, adjusting prices, VAT rates, payment terms, or adding custom text to the invoice.

Sending the invoice after editing

Once the edits are complete, click "Save" and send the payment link by pressing "Send invoice by email."

Notes on payment links

Negative invoice lines are not supported

Please note that Paytrail and Stripe do not support negative invoice lines. Therefore, invoices with payment links cannot include negative line items.

Sending status

If the invoice has not been sent to the customer yet, the top-right corner will display the option "Send invoice by email."

Once the invoice has been sent, the button changes to "Re-send invoice (email)."

If the invoice has been paid, the button changes to "Send receipt," allowing you to send a receipt to the customer.

Payment link duration

Payment links do not expire, even if the invoice due date has passed. The link remains active as long as the invoice is unpaid.

Creating and sending PDF invoices

With PDF invoices, you can create invoices that are sent directly to the customer via email without a payment link. PDF invoices are especially useful in situations where the customer pays directly to your bank account.

This guide will walk you through creating, editing, and sending a PDF invoice, as well as marking it as paid once the customer has completed the payment.

Guide to creating and sending PDF invoice

Open the desired booking:

Navigate to the booking either from the Booking calendar or the Booking list. Click open the invoice tab from the booking preview. Click "Create invoice".

Untick the option for "Payment link" to ensure that no payment link is created for the invoice.

Check the invoice details and make changes if needed, such as adjusting line items, prices, or adding additional text.

Save and send the invoice:

Click "Save" and then "Send invoice by email." The invoice will be sent to the customer as a PDF attachment via email.

Marking an invoice as paid

Manual payment entry!
For PDF invoices, you need to manually mark the invoice as paid in Moder once the customer has made the payment to your bank account.
Ensure that your bank account details are entered in Moder under Settings -> Company so that they appear correctly on the invoice.

Creating a payment mark

There Are Two Ways to Record a Payment:

Open the invoice and add the payment entry
Open the booking preview, go to the Payments tab, and add the payment entry there

Let's look in more detail how to use use both options.

1. Payment Entry via the Invoice

Open the Invoice:
When the customer has paid the invoice to your bank account, open the invoice either from the "Invoices" section or by navigating directly to the guest’s booking.
Mark the Invoice as Paid:
Click the "Mark as Paid" button on the invoice.
This creates a payment entry linked to both the invoice and the booking.
Manage the Payment Entry:
A payment mark will appear on the invoice, and you can edit or delete it by clicking the pencil icon on the right side of the payment entry. If the invoice is linked to a specific booking and the invoice amount matches the total booking amount, Moder will automatically mark the associated booking as paid.

Creating a cash or card payment receipt

Moder makes it easy to generate and print a receipt for cash or card payments associated with a booking. A cash payment receipt ensures accurate payment records and provides the customer with proof of payment.

Moder Tip! Your invoice is your receipt - it is recommended to always create a invoice, when creating a booking. :)

Steps to create a cash payment receipt

Open the desired booking:
Navigate to the booking for which you want to create a cash payment receipt.
Create an invoice:
Click the "Create invoice" button on the invoicing tab.
Edit invoice details:
- Click "Edit" on the invoice.
- Uncheck the "Payment link" option.
- Make any other necessary changes, and set the "Payment terms" to 0, so the invoice due date matches the creation date.
Save the invoice:
- Click "Save" and then "Save as invoice" to finalize the invoice on the booking.
Mark the invoice as paid:
- On the invoice, click "Mark as paid" and select the correct payment method.
Return to the booking:
- Click the booking number on the invoice to return to the booking. The cash payment marking and receipt are now saved on the booking.
Open and print the receipt:
- Open the PDF receipt directly from the booking and print it to provide the customer with the necessary proof of payment.

By following these steps, you can quickly and efficiently create a cash payment receipt. This process ensures all cash payments are accurately recorded and allows you to offer a clear receipt for the customer's transaction.