How can I send an updated invoice to a Customer after making a booking edit?

After updating a booking, make sure your Customer always has the correct billing information. This guide shows you how to send a revised invoice in Checkfront, so they see the latest charges.

With our step-by-step instructions, you can learn how to send an edited booking invoice to a Customer as plain text or an email notification. 

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Reports > Booking Index > Booking Details > Email
• Manage > Notifications > Email > Email Notification

What more do I need to use this feature?

• Admin permissions to manage inventory or restricted permissions for Reports & Booking Data, Email Customer, and Manage Notifications.
   

Which Checkfront version supports this feature - classic items, classic products, or both?

• This feature is available in both our classic version using classic items (Inventory > Items) and our classic version using classic products (Inventory > Products).  → Learn more about products

Do you want to send an updated invoice to a Customer after making changes to their booking? You can do this by sending a plain-text or notification email.

You can send a plain-text email that includes the updated invoice by following these steps:

1. When viewing a booking invoice, e.g., from Reports > Booking Index, select the Email button from the left-side menu.

2. From the E-mail Customer modal, select the recipient (To), sender (From), Subject for the message, and carbon copy (CC) recipient. There is also a box to enter your message before sending it. 

3. When done setting up the email, select the Include invoice in e-mail option before clicking Send. This option adds the updated invoice to your Customer's email.

 

You can trigger sending a notification email that includes the updated invoice by following these steps:

1. From the Notifications page (Manage > Notifications), set up a new email notification or edit an existing one with the desired settings and include the {%EMBED_INVOICE} variable in the email body.

This variable includes the most recent invoice in the email sent to the Customer.

What is a variable? An email message variable is a placeholder within an email message template that the system replaces with specific information—such as a Customer's name, email address, or booking ID—when the system sends the message. Working with variables in email notifications

2. When viewing a Booking Invoice (e.g., from Reports > Booking Index), manually select the status of the invoice notification you want to send from the status dropdown menu.

3. Select Send email notifications so the system sends the email notification with the update.
4. Select the Update button. You can change the booking's status to what it was before if needed.

Sending a booking status notification again Suppose you want to send the existing booking status notification email again. In that case, you can switch the booking's status to one without an attached notification, e.g., PENDING, and then select the original status from the dropdown menu, e.g., PAID. The system sends the attached notifications again whenever this status change occurs unless you choose to stop them.

Learn more about email notifications For a detailed look at notifications and emailing invoices, check out the following articles: Introductions to email notifications Emailing booking invoices to Customers