How to set autobilling for extras

Enable Autobilling for extras in Tourpaq Office. Link a creditor, set invoice schedule, and generate separate supplier invoices for services like transfers, golf, and insurance.

Overview

This page explains how to configure Autobilling for extras, enabling the system to automatically generate supplier invoices for additional services such as excursions, transfers, or add-ons.

Extras can be invoiced either:

• together with hotel invoices

• or as separate invoices, depending on configuration

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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.

Prerequisites

Before enabling Autobilling for extras:

• Autobilling services must be active (IGS, etc.)

• A creditor must be configured

• Extra costs must be defined

• Booking flow must include extras

• Email templates must be configured

Configuration

Extra General → Automatic Billing: link a creditor and define when the extra should be invoiced.

1 Access

Navigate to: Extras → Extra → Main Tab

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2 Enable Autobilling

In the extra configuration: enable Automatic Billing

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3 Configure Required Fields

All fields are mandatory for correct behavior

Field	Description	Impact
Automatic Billing	Enables invoicing for extras	Activates Autobilling
Creditor	Supplier receiving invoice	Defines recipient
Schedule	Defines when invoices are generated	Controls timing
Account Debit	Accounting reference	Used in exports
Department Code	Financial grouping	Used in reporting
Add Own Schedule	Controls invoice separation	Defines invoice structure

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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 may be handled by a combined supplier invoice flow (for example, included on a hotel invoice), depending on your setup.

Invoices follow the same scheduling logic used for hotel autobilling.

See:

• Autobilling

• How to set autobilling for hotels

If Autobilling is enabled:

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

If Autobilling is disabled:

• The extra may be invoiced as part of a combined flow (for example a hotel invoice), depending on your setup.

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

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Example Scenario

Scenario 1 – Combined invoice

Configuration:

• Extra: Excursion

• Add Own Schedule: Disabled

Flow:

1. Booking includes hotel + excursion

2. Autobilling runs

3. System generates ONE invoice

Result:

• hotel + extra included in same invoice

Scenario 2 – Separate invoice

Configuration:

• Add Own Schedule: Enabled

Flow:

1. Booking includes hotel + excursion

2. Autobilling runs

3. System generates:

   • hotel invoice

   • extra invoice

Result:

• separate financial documents

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Edge Cases

• If cost is missing: extra is not invoiced or has incorrect value

• If creditor is not set: invoice is not generated

• If Add Own Schedule changes after generation: regeneration may restructure invoices

• If extra is removed from booking: regenerated invoice will exclude it

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Troubleshooting

Issue	Cause	Solution
Extra not invoiced	Missing cost	Configure extra cost
Invoice missing extras	Add Own Schedule enabled	Check invoice separation
No invoice generated	Automatic Billing disabled	Enable checkbox
Wrong invoice structure	Misconfigured schedule	Review setup
Extra not included in hotel invoice	Separate schedule active	Disable Add Own Schedule

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Related Pages

• Autobilling

• How to Set Autobilling for Hotels

• How to Create a Creditor

• Booking → Extras

FAQ

• Do I need to enable Autobilling for each extra? Yes. Autobilling is configured per extra. Enable Automatic Billing on each extra that should generate supplier invoices.

• Why is the creditor mandatory? The creditor determines who the invoice is issued to, which currency to use, and which accounting settings apply. Create and link a creditor first: How to create a creditor.

• Where can I see the generated extra invoices? In Finance → Invoice. See Invoice.

• When are invoices generated? Based on your selected schedule (daily/weekly/monthly/days after). The exact runtime is controlled by your scheduled job setup (often overnight).

• Can I generate invoices for a past period? Yes. Use the past-date options in the schedule settings, then save.

• Autobilling is enabled, but no invoices are created. What should I check? Confirm the extra has 1) a linked Creditor, 2) Automatic Billing enabled, and 3) cost data available for the booked extras. Then check Finance → Invoice and filter by creditor/date/type.

• How does supplier approval work? If your Autobilling flow uses approvals, suppliers receive an email link to approve or reject invoices. See Autobilling.