Videos
How to enable the Invoice payment account:
How to create and issue invoices:
How to merge invoices:
How to track invoice statuses and record payments:
How to access the invoice from the booking details page:
Where do I find it?
Operations > Invoicing
What does it mean?
This article provides a comprehensive overview of our new Invoicing feature, designed to simplify B2B bank transfer payments and streamline your booking management within the Box Office.
The Invoicing feature is a dedicated payment mechanism specifically created for business-to-business (B2B) transactions that are settled via bank transfer. It allows operators to officially issue an invoice document directly to a client at the time of booking and manage the payment status manually once the funds are received.
Key components:
Dedicated payment method: A new payment option, simply named 'Invoice', is available exclusively within the Box Office checkout process.
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Automated invoice generation: When you select 'Invoice' as the payment method, a professional PDF invoice is automatically generated using a pre-defined template. This invoice includes all necessary details, such as:
Invoice number (sequential and traceable).
Issuing and due dates.
Breakdown of gross, net, and VAT amounts.
Your legal/sender information and bank account details for payment.
Credit note system: If a full or partial refund is processed on a previously invoiced booking, the system automatically generates a credit note to correctly reverse the billed amount, ensuring accurate financial records.
Invoice management: A dedicated list allows you to track the status of all invoices (DRAFT, ISSUED, DUE, PAID, etc.) and perform necessary actions.
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Payment due days: This dictates the payment deadline that appears on every generated invoice.
The default payment term for invoices is 30 days. If your business requires a different value, please contact our Support team or your dedicated Customer Success Manager to request this configuration change.
What should I do?
Setting up and using the Invoicing feature is a straightforward process broken down into three main stages: Configuration, Booking, and Management.
Firstly, you must grant access to the users responsible for managing invoicing (typically your Administration department). To do this, navigate to Account > User Management and enable the PERM_MENU_INVOICING permission. This will ensure the invoicing menu is visible only to authorised users.
1. Enabling invoice payment methods
Before using the Invoicing feature, you must enable the relevant payment accounts in your Palisis configuration. Navigate to Account > Payments & Currencies >Payment Accounts tab. Then, choose 'Invoice' to enable this payment method for your direct Box Office sales.
2. Booking invoice template configuration (One-time setup)
Please refer to the dedicated article on How to set up your Booking invoice template for detailed instructions.
3. Using the feature in the Box Office
Create a booking: Process a standard B2B booking for your client in the Box Office. Enter the correct customer data, as the invoice will be addressed to that person or entity. For companies, enable the corresponding customer data for your products. For more information, please visit How to configure "Customer Data".
Select payment: At the checkout stage, select the dedicated payment account 'Invoice'.
4. Managing invoices and payments
Once a user has been granted the invoicing permission, a new Invoicing menu entry appears in the sidebar. The Invoicing page features a Kanban board that provides a clear, visual overview of all invoices and their current status. Users can easily track which invoices are due, pending issuance, awaiting payment, sent as reminders, or already paid — and update their status with a simple drag-and-drop.
Track status
Navigate to the dedicated Invoice List in the back-office to see all generated invoices and their current status:
Status |
Meaning |
Explanation |
ISSUED |
Official document created |
The invoice document has been finalised, generated as an official PDF, and stored. It has been issued to the customer and is now pending payment. This is the normal state after you click 'Issue' on a DRAFT booking. |
DUE |
Payment is overdue |
The invoice has exceeded its defined due period without the corresponding payment being recorded in the system. The status is automatically transitioned from ISSUED to DUE, though it can also be manually selected if necessary. This status clearly indicates the customer's payment is late. |
REMINDED |
Payment reminder sent |
The status is manually updated to indicate that a payment reminder notice has been sent to the customer regarding their DUE invoice. This is an intermediate tracking step. |
PAID |
Payment received and cleared |
The full payment has been received via bank transfer and has been manually confirmed and recorded in the system using the 'Set payment date' action. The financial process for this invoice is complete. |
REJECTED |
Invoice is invalid/disputed |
This status is used when the invoice is formally rejected or disputed by the client, or if there is an issue that prevents the payment from being processed as planned. It generally means the transaction is cancelled or requires re-invoicing |
Issue the invoice
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For standard sales, an invoice is initially created in DRAFT state.
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You must grab the invoice card and drag and drop to the Issued column. Or, you can select the invoice and manually click the list and select the 'Issued' status from the dropdown to generate the official PDF, and store it.
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Optional: If you have multiple draft bookings for the same client, you can combine them into a single consolidated invoice using the 'Merge & Issue' function in the Invoice List. To do this:
Select the invoices you want to merge by clicking on the date column (a hand icon will appear when you hover over it).
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Once all desired invoices are selected, click the 'Merge invoices' button at the bottom of the list or the 'Merge & Issue' button in the top-right corner.
After finalising your booking details, you can proceed to issue the official invoice:
Click the ‘Issue’ button to officially generate the invoice.
Note: At this stage, you may download the Preview PDF. Please remember that this is a DRAFT version and is not the final, legally issued invoice document.
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Set the Due Date: The system automatically calculates the due date based on the default payment term (30 days). You can manually select a different due date using the calendar interface if required for this specific transaction.
To change the default due period (e.g., from 30 days to 14 days) globally for all future invoices, please contact our Support team or your dedicated Customer Success Manager.
Download and send: Once issued, download the final PDF and manually send it via email to your client for payment.
Within the Invoice List, you can view the following key information for each item:
The invoice number is a unique, sequential number automatically assigned by the system. By default, numbering begins at 1 with the first generated invoice. If you require a specific numbering pattern—such as incorporating a prefix or date artefacts (e.g., XXX_YEARMONTH_01001)—this pattern can be configured. To request changes to the default invoice numbering scheme, please contact our Support Team or your designated Customer Success Manager.
Relevant dates: Key dates related to the invoice lifecycle, including the creation date, issuing date, due date, and paid date.
Link to view the affected booking or bookings.
The invoice status.
The link to download the invoice.
Record payment
Once you have successfully received the bank transfer from your client, you must manually record the payment in the system to finalise the invoice status.
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Navigate to the Invoice board and move the relevant invoice to PAID.
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Select the actual payment date from the calendar interface and use the action button to Set payment date.
Confirm the action to officially set the status to PAID.
This essential step formally marks the invoice as settled, completing the financial process for that specific booking.
Filter and search
The Invoice List features robust filter functionality and a search field, allowing you to quickly and accurately locate specific invoices within your records.
You can filter and sort the list using the following criteria:
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Invoice number: Use the search field to enter the exact invoice number if you know it.
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Sorting options: Invoices can be sorted by created date, due date, issue date, or paid date — each in ascending or descending order.
List view: By default, invoices are displayed on a Kanban board, but you can switch to a list view using the toggle on the right.
Date range: You can select a date range to display the invoices created during that date range.
Handling refunds
If you process a refund for a booking, the system will automatically generate a corresponding credit note, which will also appear in your Invoice List in a DRAFT status, referencing the original invoice.
Next, manually move it to the ISSUED status.
Credit notes use the same template as your booking invoices, but will display a negative total amount.
5. Managing bookings
For any booking paid via the Invoice payment account, you can access the specific invoice directly from the booking details page:
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Navigate to the Booking details page.
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Under the Actions tab, select See Invoice.
You will be redirected to the Invoices page, where the specific invoice details will be displayed.
Good to know
Please be aware of the following operational limitations:
No automatic sending: The system does not automatically send invoices to the customer. You must download the PDF and email it yourself.
Bank transfer only: The 'Invoice' payment account is strictly designed for bank transfer B2B payments and is not intended for cash, credit card, or other payment types.
No debt collection: The system does not include any dunning or debt collection features. It will flag overdue invoices as DUE, but further action is your responsibility.
Refund impact: If a refund is performed before an invoice is issued, the invoice will only reflect the final, reduced value of the booking. If a refund is performed after an invoice is issued, a corresponding credit note is created.