Create and send an invoice

Use an Invoice (Direct) to charge your client's payment method directly, pulling their payment into your trip or group's Funds balance. This allows you to pay suppliers and withdraw markup and planning fees. 

Use an Invoice (Planning Fee) to charge a planning fee and only a planning fee. This invoice works just as a direct invoice, however, funds are delivered directly to your bank account. While we won't be going over the setup for this invoice type in this guide, you can learn more about this process here. 

Use an Invoice (Supplier) to itemize costs and capture a client's credit card information along with an authorization. This allows you to use their card to pay suppliers. 

(More on the difference between direct and supplier invoices here).

Create an invoice

To get started, access a trip within your account, click the blue "Create..." button, then choose the best option for your needs:

Add items to your invoice

In the first section of the invoice, create line items (things like hotels, airfare, packages - whatever works for you!) with a description and pricing or use a invoice item template by utilizing the "Add from template..." drop down menu: 

Add as many items as you'd like by repeating the steps above. You can also reorder line items by dragging and dropping them.

To edit the invoice item details, such as confirmation numbers and commission information, click the blue pencil icon to the right of the item to access "Item" and "Commission" tabs:

Need to show items at a package price? Select the "Show as package" checkbox to display line item details but hide individual pricing:

Create a payment schedule

Next, let's create a payment schedule for our client. 

You can choose one of two default options: Pay in full or Deposit and final payment. Both options allow you to select your own payment due dates. 

Need more customization? We've got you covered. Find the "Edit" link next to either of the two default payment options to open the payment schedule further. Add and customize however many payments you need:

Learn more about payment schedules here.

Invoice settings

The last section within your invoice features your invoice settings. This is where you can manage important details such as the invoice name, which client on the trip this invoice is associated to, the thank you message and confirmation email you'd like sent to clients after they complete a payment, and - most importantly - the terms and conditions your clients will agree to upon payment. You can also add Faye travel insurance to any invoice from this section. 

For supplier invoices, the settings will look like the following:

Below, you'll see the settings available for direct invoices:

For direct invoices, you can manage settings such as:

• What method of payment you'd like to accept (credit card, bank transfer, or both) 
• If you'd like to charge your client a convenience fee to cover direct payment processing fees
• If you'd like to offer custom payments 
• If you'd like to offer auto-pay for upcoming payments 
• If this invoice is for your planning fee and only your planning fee 

Send your invoice

Once you're ready to send your invoice to your client, head to the blue "Next..." button in the top right corner of the screen. Select "Save & review email" to review the email message that will accompany your invoice, make any changes to this message as needed, and then send to your client: