How to set autobilling for handling

Enable Autobilling for handling fees in Tourpaq Office. Set creditor, account debit, schedule, and handling price to invoice handling separately or on the hotel invoice.

Overview

Handling refers to services associated with bookings that are not tied directly to hotel rooms, transfers, or extras — for example processing fees, documentation fees, service charges, or other non‑standard supplier‑based charges.

This page explains how to configure the system to automatically generate invoices for handling items using Autobilling.

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Purpose

This setup ensures that handling costs are invoiced according to supplier agreements and accounting preferences. It provides flexibility to:

• Automatically bill handling services using their own schedule, or

• Combine handling charges with the hotel’s main invoice.

Prerequisites

Before enabling Autobilling for handling:

‑ Handling categories or items must be defined ‑ The handling item must be linked to a creditor (supplier) ‑ Accounting codes (account debit / department code) must be configured ‑ Autobilling services must be active (IGS, EBL, etc.) ‑ Email templates must be set up for invoice sending

Without these, handling invoices will not be generated correctly.

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Configuration

1 Access

Navigate to: Users → Suppliers -> Handling

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2 Enable Autobilling

Supplier → Handling: link a creditor, set account debit and schedule, and control handling invoice behavior.

When Automatic Billing is enabled in the supplier’s handling configuration, Tourpaq:

1. Uses the selected creditor to generate invoices.

2. Applies the configured account debit and schedule (daily, weekly, monthly, or days after).

3. Determines whether handling is invoiced separately or included on the hotel invoice based on Add Own Schedule.

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Add a Handling Price

Add a handling price so Autobilling has an amount to invoice.

Step	Action
1. Go to New Price	Open the New Price section for handling.
2. Set Arrival Date	Define the date of arrival for which the handling price applies.
3. Define Booking Dates	Enter the applicable booking date range.
4. Enter Price	Specify the handling price.
5. Set Age Range (Optional)	Define Start Age and End Age if handling is age-specific.
6. Save Price	Click Save Price, then Save to confirm.

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Result

Once configured, the system automatically generates handling invoices according to the defined creditor, schedule, and billing behavior. This ensures accurate, timely, and supplier-specific handling invoicing within Tourpaq.

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FAQ

• Where do I configure handling Autobilling? On the supplier profile: Users → Suppliers → Handling.

• Do I need a creditor? Yes. Autobilling needs a creditor to issue the invoice, set currency, and export correctly. See How to create a creditor.

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

• What does “Add Own Schedule” do? Checked: handling is invoiced separately. Unchecked: handling is included on the hotel invoice (depending on your setup).

• Why is Autobilling enabled but no invoice is created? Confirm you have:

  1. A linked Creditor

  2. A schedule

  3. A handling price configured

  Then check Finance → Invoice with supplier/creditor and date filters.

• When are invoices generated? Based on the schedule you select. The exact runtime depends on your scheduled job setup (often overnight).

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