Below, you will learn how to create and add an invoice when manually adding an external booking for a guest.
Create the External Booking
Start by creating a new booking, head to your Corowrks Admin Dashboard, click on the 'Calendar' page, and click 'New' in the top right-hand corner.
Then select External your booking type.
Add the Required Booking Information
Then, after your preferred booking type is selected, add the required fields.
Booking Name
Booking Start Date and Time
Booking End Date and Time
The Booking Party - For External Bookings, the contact information is needed; it must be added to the CRM before creating this booking.
Where the booking is to take place.
Creating an invoice for an External Booking
After you have added the above information, you can toggle on the 'Create an invoice for this booking' option.
You will have the option to either "Charge Now" to charge immediately for the booking or "Email" to create an emailed invoice that will be sent to the customer and can be paid or charged afterward.
Adding Invoice Line Items
Based on the booking information, the invoice amount will be automatically populated for you.
Note: the system will use the external hourly rates saved on the selected room and the duration of the booking to auto-populate the line item
In this step, you can also add any additional costs to the invoice. If you need to update the base cost of the pre-populated reservation line item, add a new invoice item with the updated reservation cost. Then, remove the pre-populated line item by selecting the trash icon.
Mapping Invoice Line Items and adding Transactional Fees
In this step, your invoice form will pre-populate with the community settings you already have in place. However, you can update these settings for this one-off invoice.
Sending Confirmation Email
You can optionally toggle on the ability to send the confirmation email to the customer. This is the same email confirmation sent when guests checkout using the external booking link. You can also customize the content of that email by clicking on the "Edit email settings" link and customizing the transition email.
Finally, once you have added all the information to this external booking and invoice, click Create!
The booking will now appear automatically on your Coworks calendar, and an invoice will be generated. This ensures the room or space is reserved for the booking party, while also capturing the associated booking cost.
Happy Coworking!