Contents

• Introduction
• Split or combine roommate invoices
  • Split an existing invoice between roommates
  • Combine multiple roommates' invoices
• Track invoices and payments
  • Using the "Payment status" column
  • Using the "View payments" tab

Introduction

If clients change their minds about how they'll split the cost of a room in your group, this can be managed from the Group Status page. 

On the same page, you'll also find two ways to track payments and invoices for your group, depending upon whether the invoices were created via a group booking page or manually.

Split or combine roommate invoices

Split an existing invoice between roommates

If one traveler is currently covering one (or more) roommates on their invoice and those roommates would like to split up and cover their own invoices, you'll want to find the roommate(s) without an invoice under "By traveler."

Click the action button (three dots) to the right of one roommate's name and choose "Edit."

Under "Paid by," switch to that traveler's name, which will be followed by "Create new invoice," then click Save. Do this for reach roommate who will be taking over their own payments.

This will automatically update the original invoice as well.

Combine multiple roommates' invoices

If two roommates have their own separate invoices but would like just one person to cover the cost -- common with couples or families -- you'll want to find the roommate(s) who will not be paying the new invoice under "By traveler."

Click the action button (three dots) to the right of one roommate's name and choose "Edit."

Under "Paid by," switch to the name of the traveler who will be covering the new, combined invoice, then click Save. Do this for reach roommate whose trip costs will be added to the combined invoice.

This will automatically update the new combined invoice, and will expire the original (no longer used) invoices.

Track invoices and payments

Using the "Payment status" column

Click "Manage group" on the Group Status page to see information on each traveler in your group, including their payment status.

The payment status for a particular traveler may say "Paid by Other Client's Name" if they are not paying their own invoice. Otherwise, the status will contain three important pieces of information:

• "Paid" indicates how much has been paid toward the invoice so far
• "Total" indicates the total price of the invoice, including amounts paid and still due
• "Due" indicates the remaining balance due on the invoice

You can view the invoice by clicking the invoice icon to the right of this column. which looks like a green sheet of paper with a dollar sign. For travelers who aren't paying their own invoice, clicking this icon will correctly take you to the invoice that covers their trip.

Using the "View payments" tab

Need to know who in your group has paid and who you need to send a reminder to, but didn't use a group booking page? For invoices and trips that weren't generated via the group booking page, use the "View payments" tab on the Group Status page.

This tab lists every invoice from every trip in the group, regardless of how the invoice or trip was generated. Sort by traveler, invoice name and number, items, status, total, next payment date, and more.

In this report, you'll find the following columns:

• Trip name
• Confirmation number (from the trip details)
• Traveler name (to which the invoice is assigned)
• Traveler email
• Group invoice name (if generated from a group invoice template)
• Invoice number (with link to invoice)
• Invoice items
• Status
• Total (total price of invoice)
• Credits (amount paid so far)
• Balance (amount still due)
• Next payment date (blank if paid in full)
• Next payment amount (blank if paid in full)

Let's say you need to provide a list of travelers to book a block of rooms for a wedding. You can export the full "Group Status" several ways and send just the names to the hotel.

• "Copy" the data to add to an existing spreadsheet
• Download a "CSV" (comma-separated values) file to be used with any spreadsheet program

• Download an "Excel" spreadsheet 

• "Print" a paper copy