Invoice Terms & Conditions

Invoices can include terms and conditions from two sources: your agency's default terms and individual supplier terms pulled from bookings on the trip. Both can be toggled on or off per invoice, and both support per-invoice text overrides.

Agency Terms

Setting Default Terms

Go to Settings → Agency & Branding → Defaults → Terms & Conditions to set your agency's default terms and conditions text (Settings → My Business → Terms & Conditions if you are a solo advisor, where the page has no tabs). This text will be available on every invoice you create.

Advisor terms come first. If an advisor has set their own terms under Settings → Profile → My Terms & Conditions, those replace the agency default on the invoices they create. Host agencies can also stop independent advisors from inheriting the agency terms entirely. See Advisor & Agency Terms & Conditions for the full picture.

Enabling on an Invoice

On the invoice detail page, scroll to the Terms & Conditions card. Toggle the Your terms switch to attach your default terms to the invoice.

Choosing a Terms Set

Many agencies keep more than one set of terms, for example one for cruises, one for hosted group trips, and one for independent travel. Save each one as a named block under Settings → Agency & Branding → Defaults → Terms & Conditions (Settings → My Business → Terms & Conditions if you are a solo advisor), then pick the right one per document.

When agency terms are enabled, a Terms set dropdown appears at the top of the Terms & Conditions card listing every saved set. Choose one and its text is attached to this invoice or proposal only. Choose Agency default to go back to whatever your workspace default is.

Two things worth knowing:

• Picking a set copies its text onto the document, so editing that set later in Settings does not rewrite documents you already sent. The copied text stays independent of later edits to that saved set.
• Flagging blocks as default in Settings is a separate thing. Every flagged block is combined into your agency default. Turn on Auto-include terms on new proposals & invoices to start new documents with terms enabled; advisor inheritance and document-specific choices still apply. If you keep one set per trip type, leave them unflagged and pick per document instead.

Per-Invoice Override

When agency terms are enabled, expand the Preview section to view the text. Click Edit for this invoice to customize the terms for this specific invoice without changing your default. A Reset to default button appears after you make changes, letting you revert to the workspace default at any time. Once you hand-edit the text the Terms set dropdown shows Custom text for this document.

Supplier Terms

How Supplier Terms Appear

Supplier terms are pulled from the bookings on the trip. Each supplier that has terms and conditions in your supplier directory will appear as a checkbox in the Terms & Conditions card.

On a new invoice, those suppliers start checked whenever your terms are included on invoices, so your client accepts the supplier's terms along with yours before their first payment, deposit included. To have that happen before the deposit, open the invoice for payment before you collect the deposit.

Toggling Supplier Terms

Check the box next to a supplier's name to include their terms on the invoice. Uncheck to exclude them. You can include terms from multiple suppliers on a single invoice. A supplier added to the trip after the invoice was created appears unchecked, so check it if you want it included.

When the Supplier Isn't Listed

The Add supplier T&Cs picker only lists suppliers that already have terms text or a terms URL saved on them, so a supplier you have never given terms to will not appear. Two ways to fix that:

• Just this document: open Add supplier T&Cs and use Not listed? Add one by link at the bottom. Type the supplier's name and a link to their terms, and it attaches to this invoice or proposal as a policy link travelers can open. Nothing is saved back to the supplier record.
• Everywhere, from now on: go to Suppliers, open the supplier, and fill in Terms & Conditions URL. From then on that supplier appears in the picker on every invoice and proposal.

Per-Supplier Override

When a supplier's terms are enabled, expand Preview to see the text. Click Edit to customize the supplier terms for this specific invoice. Use Reset to default to revert to the supplier's original terms.

How Terms Appear to Clients

When your client views the public invoice page, enabled terms appear at the bottom of the invoice. Agency terms appear first, followed by any enabled supplier terms. The terms use the exact text you've configured — either the default or your per-invoice override.

Linking to Your Terms in PDFs

Long terms can take up several pages of a PDF. To show a link instead, add your website's terms page in the Terms & Conditions URL field at the top of the same Terms & Conditions settings card. From then on, every invoice and proposal on Agency default shows clients that link in place of your default terms: on the public page where they accept, and on the PDF, which prints one line under Terms & Conditions: Our full terms and conditions are published at followed by your link.

• The link replaces your default terms only. If a document uses a different terms set, or you edited the terms for that document, the PDF still prints that text in full. Your link points to your standard terms, not to the ones written for that trip.
• The link is what clients accept. On Agency default, the public proposal and invoice pages show the link next to the acceptance box, not your default set's text. If you keep more than one terms set, point the URL at the same terms as your default set, or leave it blank so Agency default shows the default set's full text.
• Supplier terms are unchanged. A supplier saved with only a terms URL already prints as a link. A supplier with terms text prints that text.

Summary

Related

• Advisor & Agency Terms & Conditions — per-advisor terms and host-agency inheritance control
• Invoices — creating and managing invoices
• Workspace Settings — configuring your workspace defaults