Billing

Under Billing you have an overview of all financial activity in Locaboo – from open invoices to cancellations. Open the area via Billing in the left navigation: Invoices (↗ open), Quotes (↗ open), Order confirmations (↗ open), Unbilled (↗ open), and Payments (↗ open).

Invoice number in the overview

The invoice overview displays the invoice number for each invoice. A suffix after the number indicates how the invoice was created:

Suffix	Meaning
Plattform	The invoice was created automatically, triggered by a customer booking on the booking platform.
auto	The invoice was created automatically based on the rules configured under Settings > Invoices & documents > Automatic invoice dispatch.

Invoices without either suffix were created manually or semi-automatically.

Document types

Locaboo supports several document types that build on each other:

Document type	Description	Booking status
Invoice	Standard document for billing bookings.	Bookings stay Live.
Quote	Preliminary document, e.g. for new customers or larger events.	Bookings get status Draft.
Order confirmation	Created from an existing quote and confirms the order.	Bookings switch to Live.
Credit note	Created automatically when you cancel an invoice.	Depending on option: bookings deleted or kept.
Deposit invoice	Partial invoice for a prepayment.	—
Deposit (security) invoice	Invoice for a deposit, e.g. for keys or equipment.	—

How prices are calculated

Booking prices come from several settings working together:

Tariffs – set per resource and customer group
Tax management – tax rates and exception rules per customer group
Inventory & services – extra costs for equipment or services
Time cards – prepaid hour credits at a fixed price
Vouchers – discount codes at checkout

Unbilled

The Unbilled tab (↗ open) is the central starting point for invoice creation. It lists all bookings for which no invoice or invoice draft exists yet, ensuring no booking goes unbilled.

When do bookings appear here?

A booking is shown under Unbilled when:

It has Live status and is not yet assigned to any invoice (including drafts)
A previously created invoice was cancelled with bookings kept—the bookings then reappear here
A new booking was created (internally or via the booking platform) for which no automatic invoice has been generated

Bookings with status Draft/option, Cancelled, or Completed do not appear here.

Step 1: Set filters

Above the results area, several filters let you narrow down which bookings are shown. Filters are only applied after you click Filter.

Filter	Description
Resource	Shows only bookings for a specific resource. Select “All resources” to create an invoice across all resources.
Season	Shows only bookings for a specific season. Select “All seasons” to bill across seasons.
Customer group	Shows only bookings from customers in a specific customer group.
Period	Limits bookings to a specific period. This lets you flexibly decide whether to bill per day, per month, per quarter, or per year.
Only bookings without conflicts	Hides bookings with conflicts. By default all bookings are shown, including those with conflicts.
Show zero-price bookings	Bookings without a price (€0) are hidden by default to keep the list clean. Enable this checkbox to show them. This option is only visible when “Allow zero-amount billing” is disabled in invoice settings.

Step 2: Review the results

After clicking Filter, a list grouped by customer appears. For each customer you see:

The customer name
The number of unbilled bookings matching the selected filters
The buttons View and Create invoice

Use View to open a preview of the booking list for that customer. There you see all affected bookings with resource, date, time, and amount—so you can verify everything before creating the invoice.

Step 3: Create the invoice

Click Create invoice for the desired customer. Locaboo generates an invoice in Draft status containing all unbilled bookings matching your filter settings.

In the draft you can still edit the invoice:

Remove or adjust individual line items
Add custom lines (e.g. special services)
Adjust intro and closing text
Approve and send the invoice once everything looks correct

You can repeat this process for each customer in the list to bill all open bookings one by one.

Shared invoice via master customer

If you have set up shared invoicing (master billing), select the desired master customer in the dropdown at the top. This shows not only their own bookings but also the bookings of all linked sub-customers. Use Create shared invoice to combine everything into a single invoice.

Creating invoices

There are four ways to create an invoice in Locaboo:

1. Semi-automatically for unbilled bookings

Under Billing > Unbilled you see all bookings for which no invoice exists yet. Select a customer and create an invoice for all open bookings in one click.

2. Automatic invoice dispatch

Under Settings > Invoices & documents > Automatic invoice dispatch you define rules for when invoices are created and sent automatically. Per rule you set:

Which customers or customer groups are affected
Frequency – e.g. monthly or after a specific season

3. Directly from a booking

In the booking sidebar under Settings > Create from this booking > Invoice you generate an invoice for a single booking.

4. Manual creation

Under Billing > Invoices select a customer at the top right and click Create invoice. Use Add existing bookings to add bookings (filters: resource, season, period). Only bookings with status Live can be added.

You can also add custom lines manually – e.g. for special services not recorded as a booking.

Invoice workflow

An invoice follows a defined process in Locaboo:

Create → Edit → Approve → Send → Mark as paid

Step	Description
Create	Invoice is created and can be edited.
Edit	Adjust lines, texts, and amounts.
Approve	After approval the invoice can no longer be edited.
Send	The invoice is emailed to the customer.
Mark as paid	Mark invoice as paid or partially paid.

Due date on invoices

The due date is only shown after the invoice has been approved. In draft status the field is not visible. Use the Generate invoice button to approve the invoice – the due date then appears on the document. Configure the number of due days under Settings > Invoice > Advanced settings.

Mark invoice as paid

In the invoice detail you can set payment status to paid or partially paid. For partial payment, enter the amount received. The remaining balance stays visible.

Send several invoices at once

Use multi-select in the invoice list to send several invoices to the respective customers at once.

Incoming payments

Under Payments you see an overview of all incoming payments – whether the customer paid online, by transfer, or in cash.

Export invoices

All invoices can be exported as CSV – e.g. for handover to accounting or an HKR system.

Cancelling an invoice

When cancelling an invoice you have two options:

Option	Description
Cancel invoice and bookings	The invoice is cancelled and the contained bookings are deleted. They cannot be billed again.
Cancel invoice and keep bookings	The invoice is cancelled; bookings remain and appear again under Unbilled.

In both cases a credit note with its own cancellation number is created automatically.

Shared invoice (master billing)

When several customer accounts book for one organisation (e.g. different departments of a club), you can set up shared invoicing.

On the department customer under Customers > Edit > Settings, set the Master for shared invoicing.
Go to Billing > Unbilled and select the master customer.
All bookings of all linked sub-customers are listed.
Use Create shared invoice to generate a combined invoice.

See Customers for more on setting up organisations with departments.

E-invoices (XRechnung)

Locaboo supports e-invoices in the XRechnung standard (UBL format), as required by German growth opportunities legislation.

Requirements: Your company data must be complete. Under Account > Billing address (manager only), VAT ID and IBAN must be filled in.

After creating an invoice, a download button for the e-invoice is available. The download contains the XML file for further processing. Your customers can also download the e-invoice in their account on the booking platform.

QR invoice (Switzerland)

For providers based in Switzerland, Locaboo offers the QR invoice. All relevant payment information (amount, payment reference, account details) is contained in a QR code that customers can scan with their smartphone or banking app. The QR invoice supports e-banking, mobile banking, and traditional payment slips at the bank counter.

Activating QR invoices

Prerequisite: Your billing address under Account > Billing address must be in Switzerland.
Navigate to Settings > Invoice > Extended settings and enable the QR invoice option.
Enter your IBAN, which is required for generating the QR codes.
After saving, all approved invoices will automatically include an additional page with the QR code and payment information.

Cancellation terms

If you have enabled cancellation terms, Locaboo automatically creates a credit note when a booking is cancelled. You configure cancellation fees under Settings > Booking:

Differentiated per resource and customer group
Tiers possible – e.g. 100% if cancelled within 24 hours, 0% if cancelled earlier
Amount or percentage

Customers see the cancellation fee on the booking platform before confirming cancellation.

Cancellation from the customer’s perspective

Customers can cancel their bookings in their account under My bookings on the booking platform – if cancellation is allowed in settings. The cancellation fee is shown before confirmation. If cancellation is disabled, the customer sees “Cancellation not allowed”.

Time cards

Time cards are prepaid hour credits that you offer customers for purchase on the booking platform. You find time cards under Resources > Tariffs > Time cards tab.

Setting	Description
Title	Name of the time card (visible to customers).
Price	Fixed price for the hour package.
Total hours	How many hours the time card contains in total.
Max. hours per booking	Maximum duration of a single booking with this time card.
Max. hours per period	E.g. max. 4 hours per week.
Resources	Which resources the time card can be redeemed for.
Customer groups	Who may purchase and redeem the time card.

When a time card is purchased, an invoice is created. The time card is only active once the invoice is marked paid. For each booking with a time card a €0 invoice is created (filterable under “Time cards” in billing).

If cancelled within the configured periods, the balance is refunded.

Vouchers

Under Resources > Vouchers you create discount codes customers can redeem at checkout on the booking platform.

Setting	Description
Title	Internal name of the voucher.
Voucher code	Enter manually or generate automatically.
Minimum order value	Optional minimum amount for redemption.
Voucher type	Percent (e.g. 10%) or fixed amount (e.g. €15).
Quantity	How often the voucher may be redeemed in total.
Per customer	How often a single customer may redeem the voucher.
Validity period	Optional: date and time from/until.
Resources	Which resources the voucher applies to.

Invoice settings

Comprehensive billing settings are under Settings > Invoice:

Prefixes & number ranges for all document types
Intro and closing texts for invoices, quotes, and credit notes
Display options (hours, summary, weekdays, etc.)
Enable online payment
Due date and payment terms