Auto-Invoicing from Bookings

When you create or update a booking with a price and confirmation number, JourneyFuse automatically adds it as a line item on a draft invoice for that trip. This saves you from manually creating invoices for every booking.

How It Works

1. You create a booking (flight, hotel, cruise, etc.) inside a trip
2. If the booking has a confirmation number and a price greater than $0, the system looks for the trip's invoice
3. If the trip has an open invoice (draft, sent, partly paid or overdue), the booking is added to it as a new line item
4. If every invoice on the trip is already paid, the booking is added to the newest paid invoice in the same currency, so the trip keeps one payment plan. That invoice is no longer paid in full: the client owes this booking, and the save message tells you so
5. If the trip has no invoice yet, a draft is created automatically
6. The line item name follows the format: "Flight - Delta" or just "Hotel" if no supplier is set

One payment plan per trip

A trip has one invoice, and anything you book later goes onto it. A tour added after the client paid in full no longer starts a second invoice beside the first; it reopens the paid one, and your client sees one bill with one balance. Before it does, JourneyFuse checks that the trip is not already billed for this booking (for example under lines you typed by hand). If it is, nothing is added and the notification says why.

A paid invoice is not reopened when the booking is in another currency (a new invoice is started for that currency), when the booking has no confirmation number yet, or when the paid invoice was itemized by hand or came from a proposal. In those last two cases the notification offers Add to invoice.

Auto-invoicing also triggers when you update a booking's status, price, or confirmation number.

When Auto-Invoice is Skipped

The system skips auto-invoicing and shows you a notification explaining why:

Invoices created at checkout

When a client accepts a proposal or books a group cabin, their invoice is itemized from what they accepted. When you then enter the real supplier reservations, JourneyFuse leaves that invoice as it is, so your client never sees the same cabin billed twice.

If you would rather the invoice list the real bookings, one line per reservation with its own price, delete the lines that came from the proposal. From then on, each booking you add or update is billed on its own line as usual.

Lines you typed by hand

Some advisors build the invoice first and type each charge onto it ("Disney Wish, Deluxe Verandah, $3,925.32"). A line typed that way is not connected to the booking on the trip, so the booking says not on an invoice even though your client is already being billed for it.

JourneyFuse connects the two for you when it is certain they are the same charge:

• the line's amount (quantity × price) equals the booking's total price to the cent,
• both are in the same currency, and
• it is the only line on the trip with that amount, and the only booking with it.

It checks when you save an invoice line and when you save a booking's price, and you see Connected to the Disney Cruise Line booking when it does. Your line keeps the name your client already saw. On an open invoice the line then follows the booking, so a later price change on the booking updates the line.

On the Bookings tab, a booking with a matching line shows Link to INV-0105 line instead of Add to invoice. Either button connects the line you already have and never adds a second copy of the charge.

Paid invoices gain the connection and nothing else: the amount, the name and the payments stay exactly as your client paid them, and the line no longer changes if the booking is repriced.

It does not connect a line on its own when:

• the amounts differ, even by a few cents (open the invoice and choose the booking in that line's Follows column),
• two lines or two bookings on the trip have the same amount (two $400 gratuities), because it cannot tell which is which,
• one line covers several bookings (three rooms typed as one line), or
• the invoice came from a proposal or a group checkout, which already bills what your client accepted.

To undo a connection on an open invoice, choose Unlink in the line's menu. A line you unlink is never connected again automatically.

Connecting one of your typed lines does not change how the rest of the invoice behaves: an invoice you itemized by hand stays yours, so a new booking that matches none of your lines is not added to it on its own. You get a note with Add to invoice instead.

Turning It Off

Auto-invoicing suits most advisors, so it is on for every agency by default. It is a per-booking behaviour though, which is awkward in one specific situation: a group where one person pays for everybody. Six cabins entered as six bookings across six trips give you six drafts, and you would delete five of them before billing the payer for the lot.

Go to Settings → Agency & Branding → Defaults, card Payments & Invoice Defaults, and choose what happens When you add a priced booking. It applies to your whole agency:

• Draft an invoice for me to send (the default). Your client can pay once you open or send it.
• Make it payable on the client's trip. The draft is opened for payment straight away, with no email, so Make a Payment is on the trip as soon as the booking is priced.
• Do nothing. No invoice until you create one.

With Do nothing:

• New bookings no longer start or join a draft invoice on their own
• You build each invoice yourself, using New Invoice on the trip, or Add to draft invoice on an individual booking when you do want one billed
• Bookings you have already put on an invoice keep tracking their price, so correcting a booking still corrects the invoice line

Existing invoices are untouched either way, and you can turn it back on at any time.

Retroactive Invoicing

If you assign a client to a trip that already has priced bookings, the system retroactively creates a draft invoice with all eligible bookings as line items. You don't need to go back and manually add them.

This follows the same switch: with auto-invoicing turned off for your agency, assigning a client no longer creates the draft either.

Invoice Terms & Conditions

You can add terms and conditions to any invoice from the invoice editor:

Agency Terms

Toggle Your terms to add your standard terms. The default text comes from your workspace settings (Settings → Agency & Branding → Defaults → Terms & Conditions, or Settings → My Business → Terms & Conditions for a solo advisor). You can override the text for individual invoices.

Supplier Terms

If the trip has supplier bookings, you can include each supplier's terms and conditions. Toggle individual suppliers on or off, and optionally override their default text for this specific invoice.

Terms appear on the public invoice page that your client sees.

Managing the Draft

Auto-invoicing creates a Draft invoice — nothing is sent to the client until you review and send it. You can:

• Edit line items, amounts, and descriptions
• Add additional manual line items
• Set due dates and payment schedules
• Add traveler shares for split payments
• Remove any auto-generated items you don't need