Document Management Part 3 : Invoices & Receipts

Introduction

Clear, accurate financial documents are essential in property management, and GuestWisely provides powerful tools to simplify this. The Guest Invoices, Owner Invoices, and Receipts features offer organized, transparent communication of charges, taxes, and services—ensuring compliance and minimizing confusion.

Core financial details - like rent, taxes, and services - are auto-generated and locked for accuracy, but you can still personalize the layout. Customize section titles, add free-text, and apply your branding elements like logos and color schemes to keep a consistent, professional look across all financial documents.

The Invoices and Receipts are a key component of the Documents Management module. 
 Learn more about the Documents Management module here.

Guest Invoices

A guest invoice is an official record of all charges tied to a booking, offering a clear and organized summary of key financial details. It includes essential elements such as rent, applicable taxes, and any additional services, all neatly itemized to ensure transparency for both hosts and guests. These core components-rent, taxes, and services-are automatically generated by the system based on booking data and are fixed to maintain accuracy and compliance. As such, they cannot be manually edited.

While the core financial details remain locked, the invoice layout allows for meaningful customization. You can personalize section titles or add your own free-text content to reflect your brand tone or provide additional context by going to Solutions > Documents > Invoices > Guest Invoices. 

To make these changes, simply click on the relevant title or free-text section. A pop-up window will appear, allowing you to input your custom text. Once you're finished, just click Save at the bottom of the invoice screen to apply your changes.    

Note: The system does not currently support generating separate invoices for individual booking items. For instance, if a booking includes $100 for rent and a $50 service fee, a single invoice will be created for the total amount of $150. Creating a standalone invoice solely for the $50 service fee isn’t possible at this time.

After saving your changes, you can preview the finalized invoice and send it to your guest directly from the booking screen via email.

Regardless of any customizations made, the invoice will always include the automatically populated booking items-rent, taxes, and services-which remain consistent and uneditable to ensure accuracy.

Owner Invoices

The Owner Invoice functions similarly to the Guest Invoice by enabling you to customize the invoice template to better reflect your business’s structure and preferences at Solutions > Documents > Invoices > Owner Invoices.

You can modify section titles to suit your needs, and take advantage of the free-text fields available at the top and bottom of the template to include personalized notes, terms, or any other relevant information.

Note: Make sure that any manual explanations you add to your Owner Invoice 

comport with your Owner Statement settings choices. Any changes made to what is visible in the Owner Statement-such as hiding or showing specific items-will automatically carry over to the Owner Invoice for alignment and clarity.

Note also that short codes are not supported in Owner Invoices, because data displayed is aggregated across properties and bookings, rather than tied to a single reservation or unit.

After saving the template, the Owner Invoice can be sent alongside the Owner Statement or Trust Accounting report. To do this:

1. Open the Owner Statement and click the Email icon in the top right.

2. Review the Owner Invoice by clicking on it to download a preview.

3. If everything looks good, check the box labeled Owner Invoice to include it with your message.

4. Click Send email and the documents to the owner in a single process.

Since the system automatically inserts guest and transaction details, most users create one invoice template per language they operate in and use the “Save for All Properties” option for consistency.

Receipts

Receipts are automatically generated for every booking, providing a convenient way to document payments and share transaction details with guests. By default, each receipt includes only the essential information, but it can be easily customized to reflect additional details as needed.

You can customize the receipt template by going to Solutions > Documents > Invoices > Receipts and clicking on the info titles. A free-text field allows you to enhance the receipt by inserting short codes-such as [FUNDS_RECEIVED]-to dynamically display relevant booking data.

Once configured, the receipt can be previewed directly within the booking and shared as a downloadable document. To do this, select the “Automatically attached to email and funds received automated message” at the bottom of the template.

Logo & color scheme

The Guest Invoice, Owner Invoice, and Receipts include your logo by, which is automatically applied and can be customized in Account Settings > Special Preferences > Brand Integration. There, you can also adjust the color scheme for both invoices and receipts to ensure they align with your brand identity:

The Invoices and Receipts are a key component of the Documents Management module. 
 Learn more about the Documents Management module here.