In this video, we will explain you how to send an invoice to your clients.
Transcript
Hi! In this video, I am going to show you how to send an invoice to a customer or an agent. There are two ways to do so, and both require that you create a template for it.
Creating Invoice Templates
For that, you need to go to Configuration and then System and Setup. Under your bookings, you have two different booking template options: the emails and the RTF.
- The Email template allows you to manually send the invoice when going to the booking in Tour CMS.
- And the RTF is a document that you can download from a booking with the details from that booking, and then you can privately send it to the customer or the agent.
I want to highlight here that if you don't have any private invoice template, Tour CMS provides you with an example that you can use. This example can be found in Booking Templates RTF, and on top here you can see the Invoice Example. Download it by clicking on this icon here. I cannot show you it on the screen, but if you click it, it will download automatically. It's a Word document, and once you have it open, please copy-paste the text of that invoice because we will need it later to create the email templates.
Once you have downloaded the example, scroll down to Create a new RTF Template. I'm going to name it "Invoice." Then, in the File Name, you can select the document that we just downloaded. And then you also need to select where you would like to see this invoice template. This can be on every booking, or in bookings from specific tours or options. Lastly, you need to select the language of the invoice based on the channel, and then click on Create a new Template. If you scroll up again, you will find the invoice template here.
Okay, so now let's go to the Booking Template Email. Scroll down a bit to Create a new Email Template. I will name it "Invoice," select the language, and then Save Changes. You will then find it up here. We'll create a template; however, this doesn't have any email body. To add the body text, click on the Edit icon here, and then paste the text that we copied from the invoice example that we just downloaded before. Click on Save Changes again. It is now here.
Sending an Invoice
Now I am going to show you how to send it. For that, you need to go to the specific booking. Click on Bookings and then on Bookings again. I would like to send an invoice for the Majestic Tour, so click on the icon under the Actions column. Scroll down a bit and go to the Docs and Comms tab.
Here you see the Invoice RTF that we created. So you can either download it by clicking here and then send it to the customer or to the agents. And otherwise, if you scroll down a bit, you can send it manually by clicking on Advanced Note Entry.