Last updated September 22, 2026
The Invoices & Cards page gives you a full view of all invoices across your trips. Use it to monitor status, spot overdue items, search across all clients, and start a new invoice with New Invoice.
Two tabs sit at the top of the page:
Both live under Invoices & Cards in the sidebar.
There are two ways in, and which one you use depends on whether the trip already exists.
From a trip. Open the trip, go to the Payments tab, and create the invoice there. This is the one to use when the trip is already built, because the invoice picks up its bookings, deposit, and travelers.
Without a trip. On the Invoices & Cards page, click New Invoice, pick the client, and optionally give it a description and a due date. This is for anything you bill a client that is not a booking you have already built: a planning fee, a consultation, a service charge, an airport transfer. A trip is created quietly around the invoice, so you can build the rest of it later and the invoice stays exactly where it is.
Either way the invoice is tied to a client, and an invoice can bill for anything you charge that client. It is not limited to money that flows through to a supplier.
A new invoice picks up its deposit automatically, in this order:
Replaced, cancelled, and component bookings don't count toward the inherited total, so a rebooked cruise doesn't double its deposit.
You can always change the deposit on the invoice itself — the inherited value is just the starting point. And if neither the trip nor its bookings carry a deposit, the field starts empty rather than suggesting a number, so nothing gets recorded that no one actually chose.
When money arrives outside the invoice's own pay button, such as a check, a Zelle transfer, or a card the supplier ran directly, use Record Payment (the Pay action on an invoice row, or Record Payment inside the trip) to log it so the balance stays accurate.
Email the client a receipt is off while the invoice is a draft, so your client is never sent a receipt for a bill they can't open, and on once it is open or emailed. The line under it shows exactly what the receipt will say.
The dialog does a few things to keep a quick entry from becoming a wrong one:
A draft invoice cannot be paid until you open or send it. Every status below says what your client can do right now.
| Status | What it means |
|---|---|
| Draft | Only you can see it. Your client has no Make a Payment button yet |
| Open | Payable from your client's trip. No invoice email has gone out |
| Emailed | Payable, and the invoice email has been sent |
| Partially paid | Payment received, balance still open |
| Paid | Fully paid |
| Overdue | Open or emailed, and the due date has passed |
| Void | Withdrawn |
On the trip's Payments tab the invoice card also carries a coloured stripe (grey draft, teal open, blue emailed, amber partially paid, green paid) and one sentence that names your client and says what they can do, for example "Dawn can't pay yet" or "$2,480.00 ready for authorization".
There are two ways an invoice leaves draft:
Open for payment is one click and uses your agency defaults, including Clients choose any amount. The arrow beside it offers Open and email invoice and Choose options…, where you pick the amount rule and see a preview of the button your client will get. Right after opening, the confirmation has an Undo that returns it to draft while nobody has seen it.
Once an invoice is open, edits you make show on your client's trip right away. To take payments offline again, use Pause online payments in the invoice's ⋯ menu: Make a Payment disappears from the trip, and any card already on file stays.
To make every priced booking payable automatically, see How your clients pay.
By default (the All filter), invoices are grouped into sections so the page stays short and the items that need action rise to the top:
Each row shows the client and status badge, with the invoice number, trip, and viewed status as a subline, plus the payment progress, amount, and due date. Click any row to open the invoice inside its trip.
Use the status filter pills to narrow to a single status — All, Overdue, Partial, Sent, Draft, Paid, or Void. Picking a specific status switches the grouped view to a flat list of just those invoices.
Use the search bar to find invoices by invoice number, name, client name, or trip name. Searching automatically expands the Drafts and Void sections so nothing is hidden.
Hover any invoice row for quick actions:
By default every invoice is billed to the trip's client — their name and address appear in the Bill To box, and the invoice, receipt, and reminders all go to them. On a shared or group trip you'll sometimes want a single invoice billed to someone other than the lead client (for example, one friend in a group paying for their own room).
Open the invoice, go to Settings, and use the Bill to picker:
Whatever you choose drives the Bill To block on the client-facing invoice and the recipient of the invoice email, payment receipts, and reminders — so the person being billed is the one who hears about it. The trip's client record is never changed, so editing a recipient here never affects anyone else's invoices.
This changes who the invoice is addressed to, not the amount. Picking a traveler sends that traveler the full invoice total, not their share of it. To bill each traveler only their own amount, use Traveler Payment Splits below.
If you find yourself making a separate single-person invoice for each traveler, consider Traveler Payment Splits below instead: one invoice with a separate pay link and balance per person.
If a trip has multiple travelers, you can split an invoice so each person pays their share. See Split Payments & Traveler Shares for the full guide.
You can collect credit card details securely and charge cards when ready. See Card Authorizations for details.
Sometimes the invoice is a statement, not a checkout. You may be collecting through a Group Fund, taking a check or a Zelle transfer, or having the client pay the supplier direct, and you still want them to see what they owe and when.
Open the invoice, go to Settings, and switch off "Accept online payments." The client-facing invoice then shows every amount and due date exactly as before, with no Pay Now buttons and no card-on-file prompt anywhere on the page.
Underneath the switch is an optional How to pay note. Whatever you type there is shown to the client in place of the payment buttons, so use it to say where the money should actually go:
The Sisterhood Experience is collected through our group payment link, not through this invoice. Use the link in your welcome email to pay your share.
Leave it blank and the invoice says payment is collected separately and you will send instructions.
A few things worth knowing:
Not every dollar on an invoice is a dollar you collect. A resort fee due at check-in, a port charge settled on board, an amount the client already paid the supplier themselves — these belong on the invoice so the client can see the real cost of their trip, but they should never sit in what they owe you.
Every line has a storefront button in its actions. Turning it on marks that whole line as paid directly to the supplier: the amount still appears on the client's invoice, greyed with a Paid directly badge, and it drops out of the balance. The invoice footer totals those lines separately under "Paid directly (not collected)".
A $559.76 hotel line whose last $113.96 is due at the resort cannot use the storefront button, because that would take the whole $559.76 off the balance.
Use the split button next to it instead. Enter the amount the client settles with the supplier and, if you like, what to call it. The line drops to what you actually collect and a second line carries the rest, marked paid directly. The dialog shows you both numbers before you commit.
Your client sees both lines and the full cost of the trip. What they owe you goes down by the split amount.
A few things worth knowing:
When you create a booking with a confirmation number and price, JourneyFuse automatically adds it as a line item on a draft invoice. This saves you from manually entering every booking. See Auto-Invoicing from Bookings for the full guide.
A booking added to an invoice gets a line remark saying exactly what it is: the property or ship, the room or cabin, the confirmation number and the travelers linked to it, for example Atelier Playa Mujeres · Junior Suite Double · Conf 4881947 · John Carey, Brian Patrick. Two rooms at the same resort no longer read as two identical "Hotel" lines. The remark is written once, when the line is added, and is yours to edit or clear like any other remark. Lines that were already on an invoice keep their wording.
You can attach terms and conditions to any invoice:
Terms appear on the public invoice page your client sees. Configure your default agency terms in Settings → Agency & Branding → Defaults → Terms & Conditions (Settings → My Business → Terms & Conditions for a solo advisor).
Two places carry text your client reads, and they answer different questions.
Notes sits under the line items and covers the whole invoice. It takes real formatting: headings, bold, italics, and bulleted or numbered lists, using the toolbar above the field. Whatever you write there prints on the client's invoice page, in the PDF, and in the invoice email, with your formatting intact. It saves by itself a moment after you stop typing.
Line remarks belong to a single line. Click a line's Description and the field opens into a box that takes full paragraphs, so the entry requirements and the cancellation policy for one component sit under that component instead of being pooled at the bottom. Press Enter for a new line, and click away to save.
Advisors in regulated markets tend to use both: the per-line remarks for anything specific to a supplier or a country, and Notes for what applies to the trip as a whole.
If your workspace has multiple agents, owners and admins can use the agent filter to see invoices by a specific advisor. In My View, the list is automatically scoped to your own trips.
Attach agency and supplier terms to invoices, override per invoice, and control what clients see on the public invoice page.
Send payment reminders and receipts from the invoice page, and set automatic payment reminders in Automations → Payment reminders.
A monthly sweep that catches every trip with an open balance, including balances added after final payment, and can send clients a recurring statement.