MangoBeds

Documentation

How to Manage Invoices in MangoBeds

Efficient invoice management is essential for maintaining accurate financial records and providing a seamless experience for your guests. MangoBeds offers a straightforward Invoicing app that allows you to configure invoice settings, create invoices, and customize them to fit your needs. This guide will walk you through accessing the Invoicing app, configuring your invoices, creating new invoices, and managing them effectively.

Table of Contents

Accessing the Invoicing App

To manage your invoices, you first need to access the Invoicing app within MangoBeds.

Steps:

  1. Log in to Your Dashboard:
    • Enter your MangoBeds credentials to access your dashboard.
  2. Navigate to Apps:
    • Look at the sidebar menu on the left side of the dashboard.
    • Click on “Apps” to expand the list of available applications.
  3. Select the Invoicing App:
    • From the list of apps, click on “Invoicing”.
    • This will open the Invoicing interface where you can manage all your invoices.

Configuring Invoice Settings

Before creating invoices, it’s important to configure your invoice settings to ensure all necessary information is included.

Set Up Your Tax ID

Including your Tax Identification Number (Tax ID) on invoices is often a legal requirement and helps in maintaining transparency.

Steps:

  1. Go to Invoice Settings:
    • In the Invoicing app, click on “Settings” or the gear icon.
  2. Enter Your Tax ID:
    • Find the field labeled “Tax ID”.
    • Enter your official tax identification number.
    • Ensure the number is accurate to avoid any compliance issues.
  3. Save Changes:
    • Click “Save” or “Update” to apply the changes.

Customize Invoice Content

You can add custom content at the bottom of your invoices, such as bank details, payment terms, or additional notes.

  1. Navigate to settings > Custom Content:
    • Still within the Invoice Settings, look for a section labeled “Custom Content”.
  2. Add Your Custom Text:
    • Enter the information you wish to display on all invoices.
    • Examples include:
      • Bank account details for direct transfers.
      • Payment terms and conditions.
  3. Save Changes:
    • Click “Save” to update your invoice template with the custom content.

Example:

yamlCopy codeBank Details:
Account Name: Your Property Name
IBAN: XX00 XXXX XXXX XXXX XXXX XXXX
SWIFT/BIC: XXXXXXX

Payment Terms:
Payment due within 14 days of invoice date.

Creating a New Invoice

Generating invoices for bookings is simple and can be done directly through the Invoicing app.

Steps:

  1. Start a New Invoice:
    • In the Invoicing app, click on the “New” button.
  2. Search for a Booking:
    • A search bar or dropdown menu will appear.
    • Enter the guest’s name or booking dates.
    • Select the relevant booking from the search results.
  3. Generate the Invoice:
    • Once the booking is selected, the system will auto-fill the invoice with the booking details.
    • Review the information to ensure accuracy.

Downloading and Editing Invoices

After creating an invoice, you may want to download it for your records or make edits.

Downloading the Invoice

Steps:

  1. Locate the Invoice:
    • In the Invoicing app, find the invoice you just created.
    • You can search by guest name, invoice number, or date.
  2. Download:
    • Click on the “Download” icon or button next to the invoice.
    • Save the file to your computer.

Editing the Invoice Number

If you need to adjust the invoice number to match your internal tracking system, you can edit it.

Steps:

  1. Open the Invoice for Editing:
    • Click on the invoice you wish to edit to open it.
  2. Edit Invoice Number:
    • Locate the field labeled “Invoice Number”.
    • Enter the new invoice number as per your sequence.
  3. Save Changes:
    • Click “Save” to update the invoice with the new number.

Note: Be cautious when editing invoice numbers to maintain accurate records and avoid duplicates.

Conclusion

Managing invoices in MangoBeds is designed to be intuitive and efficient, allowing you to focus on providing exceptional service to your guests. By configuring your invoice settings, creating invoices seamlessly, and customizing them to your needs, you can maintain accurate financial records and enhance your property’s professionalism.

Start utilizing the Invoicing app today to streamline your billing process and ensure all transactions are documented accurately.