Invoices, Bookings and Taxes – FAQ & Solutions

Invoices

Why is my invoice incorrect?

Please check first:

• Was the invoice created from the correct booking?
• Are all services listed correctly?
• Was the invoice newly created or only edited?

Note: Changes to bookings do not automatically affect existing invoices.

How do I create a correct invoice?

1. Open the desired booking
2. Create the invoice directly from the booking
3. Check amounts, services, and taxes in the preview
4. Finalize the invoice

The preview always shows the current status.

Prepayments and Refunds

• Prepayments are booked separately
• They must be actively offset against the invoice
• Refunds are only possible if the payment status is set correctly

Bookings

Why does the invoice not match the booking?

Common reasons:

• Room changes or changes after the first invoice was issued
• Partial cancellations
• Multiple trips or rooms under one booking

Recommendation: Delete the invoice and recreate it once the booking is final.

Booking cannot be completed

Please check:

• Are all payments recorded correctly?
• Are there open services?
• Is the booking status complete?

Taxes and VAT

Which tax rates are used?

• Tax rates are tied to rooms, rates, or additional services
• The tax rate at the time of booking is decisive
• Changes to taxes do not apply retroactively

Note: The screenshot below shows where VAT rates are configured in HotelFriend. The numbered markers highlight key areas related to VAT setup and assignment.

Why does the VAT differ?

Possible causes:

• Different tax rates per service
• Gross vs. net price logic
• Rounding differences with multiple items

Small deviations can occur due to rounding logic.

Rounding

• Rounding occurs per position, not just on the total sum
• Combinations of nights, additional services, and taxes can cause small deviations