How to set autobilling for extras

Overview

Autobilling for Extras automates the invoicing process for additional services such as golf, insurance, transfers, or any other extra linked to a booking. The configuration is managed directly on the Extra General page, under the Automatic Billing section. Once enabled, invoices are automatically generated and sent to the assigned creditor based on the defined billing schedule.

---

Purpose

The purpose of the Extras Autobilling configuration is to:

• Ensure that all extra services are billed automatically and independently from hotel or transport invoices.

• Maintain consistency and traceability in supplier invoicing.

• Simplify the export process to the accounting system by aligning each extra with its creditor and accounting codes.

This setup allows financial teams to manage and control invoicing without manual intervention.

How It Works

When Autobilling is activated for an Extra:

1. The system uses the selected creditor and its currency to generate the invoice.

2. The department and account codes are included in the invoice lines if configured.

3. The billing frequency (daily, weekly, monthly, or days after service) determines when invoices are created.

4. If autobilling is disabled, the extra will instead be included in the hotel’s invoice.

Invoices are automatically exported and processed according to the same scheduling logic used for hotel autobilling.

---

Instructions

Access the Extra Configuration

Navigate to: Extras → Extra General → Automatic Billing section

Configure Autobilling Settings

Field	Description
Department Code	Enter the department code to be displayed on the invoice.
Account Debit / Account Deposit	(Optional) If filled, these fields will appear on the generated invoice and help with accounting allocation.
Creditor	Select the creditor responsible for the extra. This is mandatory for autobilling to function. Once selected, the extra automatically uses the creditor’s currency.
Automatic Billing	(Checkbox) Activate this option to enable autobilling for the extra.
Schedule	Choose the frequency of invoice generation: Daily, Weekly, Monthly, or Days After (similar to hotel autobilling). You can also schedule invoices for past dates.

Save the Configuration

Click Save to apply the autobilling settings.

---

Result

If Autobilling is enabled:

• The extra will be invoiced separately according to the selected schedule.

If Autobilling is disabled:

• The extra will be included in the hotel’s invoice instead.

This ensures flexibility in how additional services are billed and supports both standalone and combined invoicing scenarios.