Prepayment invoices allow you to request a portion of a booking's total cost upfront, such as 25% or 50%, before the event date. This feature enables you to:
Select Charges: Choose specific items or services from the booking.
Set a Percentage: Determine the upfront payment percentage (e.g., 50%).
Send the Invoice: Issue the invoice to the customer for the specified amount.
How to use Prepayment Invoices
How to use Prepayment Invoices
Note: An admin must first enable this feature in your Invoice Settings.
Example: Issuing a Prepayment Invoice for 50% of the Booking's Total Cost
The easiest way to explain Prepayment Invoices is by walking through one of the most common examples of when they come in handy:
It's a few months before the Booking and you want to Invoice the Customer for a specific percentage of the total Booking cost, at least the total as it is today.
Step 1: Select Charges
Navigate to the booking and select all items you wish to invoice.
Click on "Create Invoice" and then "Apply" to proceed.
Step 2: Set Your Percentage
Choose "Prepayment Invoice" as the Invoice type.
Enter the desired percentage (e.g., 50%).
Click "Save" to generate the Invoice, which will display the reduced total based on the specified percentage.
Step 3: Send the Invoice
Use the "Share" button to email the Invoice to the customer.
After confirmation, finalize the Invoice to lock its details. Note that finalized invoices cannot be modified; however, they can be voided and recreated if necessary.
Customers can pay directly through the Invoice (if integrated with Stripe) or via other methods. Record any manual payments accordingly.
Important Considerations
Important Considerations
Difference Between Regular and Prepayment Invoices
Regular Invoice: Reflects the total Amount Due for all items, including taxes and fees.
Prepayment Invoice: Reflects a reduced total based on the specified percentage of all items, including taxes and fees.
Prepayment invoices can sync with certain Property Management Systems (PMS), such as Mews, ensuring that advance payments are reflected on the final Invoice. Once synced with Mews, Invoices cannot be adjusted, edited, or removed.
How do I enable prepayment invoices?
Head on over to your Invoice Settings page, you can't miss it!
"Exclude Taxes" Option
Selecting this option prevents taxes from being sent to Mews, which is important in countries where taxes are reported post-consumption.
Syncing with PMS
Currently, Prepayment Invoices automatically sync with Mews PMS once fully paid.
Setting the Total Amount in a Prepayment Invoice
To Invoice the full amount upfront, set the prepayment percentage to 100%.
Note: Once created, the percentage on a Prepayment Invoice cannot be edited. To change it, cancel the existing Invoice and create a new one with the correct percentage.
Need help getting set up? Our Customer Success team is here for you! Drop us a message at support@eventtemple.com, and we’ll be happy to assist.