The Invoice List is a centralised financial dashboard that gives you complete visibility and control over all invoices generated in your hotel. Whether they are paid, unpaid, or partially paid.

Unlike the Debtors List (which only shows unpaid invoices), the Invoice List provides a full record of financial documents, including:

• Invoices

• Credit notes

• (For Portugal) Receipts and invoice receipts

Why it matters

Managing invoices across multiple reservations, bookers, and payment statuses can quickly become complex. The Invoice List streamlines this by letting you:

• View all financial documents in one place

• Track payment status and due dates

• Send email reminders (with or without a payment link)

• Add or record offline payments (e.g., bank transfers)

• Export filtered data for accounting or reporting

• Generate statements for specific bookers or companies

This feature is especially helpful for reconciling payments, following up on overdue invoices, and maintaining a clean financial overview across your property.

How it works

You can find the Invoice List under the Finance module in your RoomRaccoon system.

Key functions include:

• Filter by date using a date picker

• Filter by status: Paid, unpaid, or partially paid

• Search by guest name, company name, reservation number, or invoice number

• Create statement: Generate (multi)invoice statements by booker or company

• Download section: Export data as a CSV or PDF for accounting

• See invoicee details: Guest or company responsible for the invoice

• View payment info: Amount paid, due amount, and overdue status 

• Record payments manually, ideal for offline methods like EFT or bank transfers

• Email invoices: with or without a payment request (see how below)

How to add a payment manually 

Paid by bank transfer: if the reservation was paid by bank transfer, select which reservation(s) were included, and use the button ‘paid by bank transfer’. 

Add payment: if you would like to add a different payment method, you can also use the ‘add payment’ function. You find this by selecting the reservation from the invoice list, and clicking on the three dots on the right. Here you can select add payment. 

How to request payment on an unpaid or partially paid invoice

To request payment on an unpaid or partially paid invoice, you may click “Email Invoice” from the Invoice List.

In the custom message field, manually include the placeholder tag %paymentrequestlink%. This generates a 3D secure link for the booker to pay via the RoomRaccoon Payment Gateway.

Note: This link is not inserted automatically. You must add the tag manually for it to appear in the email. Payments made via this method do not store the guest’s card details, so no card storage fee applies. In addition, you still need to manually link (match) the payment to the invoice in the reservation detail page. 

Best Practices

• Use the search function to quickly locate invoices needing follow-up.

• Regularly filter for partially paid and unpaid invoices to email reminders for payment from the dashboard.

• When accepting bank transfers, always remember to add the payment manually retroactively so it reflects in your invoice tracking and in the reservation.

• For multi-reservation bookings (e.g., companies), group invoices and send a single statement to streamline payments from one booker (invoicee).