Autobilling
Overview
Autobilling creates supplier invoices automatically.
It uses the costs you already entered in Tourpaq.
It follows the schedules you set per hotel, extra, transfer, and more.
What Autobilling can invoice
Autobilling can create invoices for:
Hotel deposit
Hotel early booking
Hotel
Extras (products)
Extra early booking
Transfers
Discounts and supplements
Handling
Before you start
You need two things:
The required background services must be enabled.
You must set up at least one creditor (supplier).
Required services
These services run in the background.
Most companies need Tourpaq Support to enable them.
IGS (Invoice Generating Service)
Runs about every 30 minutes.
Creates invoices based on your Autobilling settings.
EBL (Early Booking List)
Runs once per day (often around 00:00 server time).
Sends the early booking list email (if you use early booking invoicing).
HDI (Hotel Deposit Invoice)
Runs about every 30 minutes after EBL has run.
Runs only if EBL is enabled.
If you are unsure whether these services are enabled, contact Tourpaq Support.
Creditor setup
Autobilling needs a creditor.
A creditor is the supplier that receives the invoice email.
A creditor is created in Users → Creditors.
Fill in all required fields.
These fields matter most for Autobilling:
Name and Email
Currency
Account credit
Automatic (must be enabled to allow Autobilling)
Approval interval (days) (how long the supplier has to approve or reject)
Payment days (how long you have to pay after approval)
Invoice as PDF (sends invoices as a PDF attachment)
You can add multiple email addresses in the email field.
Separate them with ; (for example [email protected]; [email protected]).
Creditor schedules
The creditor includes schedule tabs.
They show what hotels, extras, and other items will be invoiced for that creditor.
To add an item to Autobilling:
Open the hotel/extra/discount/handling.
Select the Creditor in its Autobilling settings.
Select the Schedule for when invoices should be created.
If a product is used across multiple brands, Autobilling may not work if the brands use different currencies.
Email setup
Autobilling sends emails to creditors.
Set this up in Setup → E-mail center.
Create these email types:
Creditor Invoice
Early Booking Rooming List
The creditor receives an email with:
the invoice attached, and
an approve/reject link (if enabled in your setup).
Where to view invoices
Invoices are managed in Finance.
Access is typically limited to admin and finance users.
Common actions:
Change status (Approved, Rejected, Paid, Archived)
Download invoice (PDF, and sometimes XML)
Regenerate an invoice
Invoice statuses
Invoices usually follow this flow:
Pending: the invoice was created and is waiting for approval.
Approved: the supplier approved it.
Paid: you marked it as paid.
Other statuses you may see:
Regenerated: the invoice was rebuilt after a change.
Archived: the invoice was archived for record-keeping.
If you change the creditor on a hotel, regenerating an invoice can reflect that change.
Autobilling setup
You enable Autobilling per item (hotel, extra, discount, etc.).
Each item has an Autobilling section where you set:
whether it should be invoiced,
who the creditor is, and
when invoices should be created.
Hotel invoices
Enable Autobilling on the hotel’s main tab.
These fields are required:
Automatic billing (turns invoicing on/off)
Schedule (daily/weekly/monthly). Weekly is common.
Creditor
Account debit
Account deposit (if you use hotel deposits)
Department code
Schedule before arrival (optional). Sends invoices in advance.
For hotel invoices to make sense, room costs and other costs must be set on the hotel.
Hotel combinations can also be invoiced.
Set Autobilling on the hotels that are part of the combination.
On the invoice, a booking made with a combination is shown under one of those hotels.
If you regenerate a hotel invoice, extras can appear on it.
This happens when the extra uses the same Autobilling settings as the hotel.
It also requires Add own schedule to be turned off for the extra.
Hotel Deposit
Set this in the Hotel → Deposit tab.
A deposit requires:
Deposit date: when the deposit invoice is created.
Payment type: auto-filled by the system.
Amount: the deposit amount.
Payback date: when the deposit is paid back or deducted.
The deposit is deducted from the final hotel invoice only when it is marked as Paid.
Deposit timing is usually agreed in the supplier contract.
Special deposit rule can pre-calculate deposit amounts for multiple deposit dates.
It requires room allotments and costs to be set on the hotel.
Hotel Early Booking
Set this from the hotel’s room cost settings.
Required fields:
Send list date: sends the Early Rooming List email.
Deposit date: creates an invoice for booked rooms.
Deposit percent: the percent to pay now.
The early booking deposit is deducted from later hotel invoices.
If the early booking list email does not arrive, you can use Export → List with report type Rooming list.
Use the same filters as your early booking room cost rules.
Extra invoices
Enable Autobilling on the extra’s main tab.
These fields are required:
Automatic billing
Creditor
Department code
Account debit
Schedule
Add own schedule
Off: the extra is invoiced together with the hotel invoice (when possible).
On: the extra gets its own separate invoice.
For extras, both prices and costs must be set.
Extra Early Booking
Works the same way as Hotel Early Booking.
Discount and supplement invoices
Enable Autobilling on the discount/supplement’s main tab.
These fields are required:
Automatic billing
Creditor
Department code
Account debit
Schedule
Add own schedule
Off: can be invoiced together with the hotel invoice.
On: gets its own invoice.
Prices and costs must also be set.
Transfer invoices
Enable Autobilling for transfers in Transport → Transfer prices.
These fields are required:
Automatic billing
Creditor
Department code
Account debit
Schedule
Add own schedule
Prices and costs must also be set.
Handling invoices
Enable Autobilling for handling in Users → Suppliers → Handling.
These fields are required:
Creditor
Account debit
Schedule
Add own schedule
Costs are also required.
In many setups, handling costs can be set only when a hotel is assigned to the supplier.
If a supplier is removed from a hotel and you regenerate the invoice, handling for that hotel is removed.
If the invoice only contained that hotel, it may be marked as Deleted.
Related pages
FAQ
Why is Autobilling not creating invoices?
Most common reasons:
The background services are not enabled.
The item (hotel/extra/transfer/etc.) does not have Automatic billing enabled.
No Creditor is selected on the item.
Prices or costs are missing on the item.
Can I send invoices to more than one email address?
Yes.
Add multiple email addresses in the creditor email field.
Separate them with ;.
What does “Add own schedule” do?
It decides whether an item is invoiced together with the hotel invoice.
If enabled, the item gets its own separate invoice.
What do the invoice statuses mean?
Pending: created and waiting for approval.
Approved: approved by the supplier.
Paid: marked as paid in Finance.
Regenerated: rebuilt after a change.
Archived: stored for record-keeping.
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