Generating Invoices for Block Bookings (AV2)

Overview

The Invoicing tab on a block booking schedule allows you to generate invoices for selected occurrences and take payments. Invoices can be synced to third-party accounting platforms such as Xero or Microsoft Business Central.

Before You Start

The following will need to be completed before generating an invoice:

Step-by-Step Guide

In this example, we’ll demonstrate how to invoice for a 60-minute Tennis Court Block Booking schedule.

Step 1: Open the Invoicing Tab

1. Go to Activities V2 > Block bookings
2. Select the block booking schedule you want to invoice
3. Click the Invoicing tab

Step 2: Select Occurrences to Invoice

The Invoicing tab displays a table of all occurrences in the schedule. Each row shows the date, start time, resource, payment status, and invoice status.

1. Tick the checkbox next to each occurrence you want to include on the invoice
2. The toolbar above the table updates to show how many occurrences you have selected

Important: You can only select occurrences that have not already been invoiced. If you select a mix of invoiced and un-invoiced occurrences, the Generate Invoice and Take payment buttons will be disabled.

Note: To hide occurrences that have already been invoiced, untick Show invoiced occurrences above the table. This makes it easier to find the occurrences you still need to invoice.

Step 3: Generate the Invoice

1. Click Generate Invoice in the toolbar
2. The invoice as a draft in the sidebar showing key detail such as the customer name, a payment summary, and the total amount due:
   
3. Review the Internal Reference field — this is auto-generated but you can edit it if needed
4. Review the Payment due date — this defaults to 30 days from today
5. Check the payment summary to confirm the correct occurrences and amounts are listed
6. Click Generate invoice

Step 4: Confirm the Invoice Was Created

The confirmation window closes and you are returned to the Invoicing tab.

1. Check that the selected occurrences now display Invoiced in the Invoice status column
2. Confirm the Internal reference link appears for each invoiced occurrence

Note: Occurrences on the same invoice share the same internal reference. You can click the reference link at any time to view the invoice details.

Viewing an Invoice

To review an invoice after it has been created:

1. Go to the Invoicing tab on the block booking schedule
2. Click the Internal reference link (e.g. INV-2026-03-01-A1B2) on any invoiced occurrence
3. The invoice detail sidebar displays the customer, internal reference, generation date, payment due date, and a full payment summary
   
4. Click Close when finished

Note: The Invoice no. field at the top of the window is populated by your third-party accounting system (e.g. Xero) after the invoice has been synced. It will be empty until that sync occurs.

Taking a Payment

To take a payment for un-invoiced occurrences:

1. Select one or more un-invoiced occurrences on the Invoicing tab
2. Click Take payment in the toolbar
   
3. A new tab opens showing the customer's Bookings page
4. Find the relevant booking in the list
5. Click Pay next to the booking
   

Important: 

1. The "Take payment" button is only active when a front of house machine session has been started.

   

2. The "Take payment" button only appears on bookings that have not yet been invoiced. If a booking has been invoiced, payment must be recorded through your accounting system.
   

Troubleshooting

Why are the Generate Invoice and Take payment buttons greyed out? 

1. These buttons are only active when you have selected one or more un-invoiced occurrences. Deselect any already-invoiced rows and try again.
2. The "Take payment" button is only active when a front of house machine session has been started.

Why can I not see the occurrences I want to invoice? 
Check that Show invoiced occurrences is ticked. If the schedule has many occurrences, use the page navigation at the bottom of the table to find the correct dates. You can also sort the table by clicking the column headers.

Where is the Invoice number? 
The Invoice no. column is populated by your third-party accounting system (Xero or Microsoft Business Central) after the data stream sync completes. If this column remains empty, check that your data streams are configured correctly or contact your administrator.

Can I edit or delete an invoice after it has been generated? 
Invoices cannot be edited or deleted from the Invoicing tab. Contact your administrator if an invoice needs to be corrected.

What's Next?

• Creating a Block Booking Schedule
• Integration: Xero
• Integration: Microsoft Business Central