Managing booking invoice layout options

Invoice layout options allow you to determine which additional features and details appear on your Customer invoices. From payment links to item/product data, these settings help you customize the experience to fit your business needs.

Learn how to use additional options for customizing your invoice layout, including a pay now link, PDF link, printing in colour, showing the SKU and item location, creating another booking link, enabling staff ticket printing, and translating fields. Find step-by-step instructions and best practice suggestions.

New to the Booking Invoice Layout? You can read the first article in this series for an introduction to the Booking Invoice Layout.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Manage > Layout > Invoice
   

What more do I need to use this feature?

• Admin permissions to manage accounts.
   

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

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

Booking Invoice options range from customizing print and payment preferences to including additional item details such as SKUs and location. You can learn more in detail below.

With the Pay Now Link option, you can add a button to the Booking Invoice, so Customers can click and pay any remaining balance on their Booking Invoice. You can find the button below the Balance Due amount.

Pay Now does not display in PDFs The Pay Now button is only visible in emailed invoices and does not appear in Staff or Customer Booking Invoice PDFs. Learn more about notifications and email variables here: Working with variables in email notifications

Invoice vs Email Pay Now link The Pay Now Link differs from the payment link option in notification emails. The latter is a link embedded in an email that Customers can click to pay any remaining balance. Find out more here: How do I add a payment link to our email notifications?

With the PDF Link option, you can add a button to the Booking Invoice that allows the Customer to create a PDF document of the Booking Invoice for printing purposes.  

By default, the system converts the Booking Invoice to grayscale for printing. Select the Print in Color option to print it in color instead. The logo remains in grayscale if you have chosen to include it.

The Item SKU option adds the item/product SKU directly beneath the Booking Invoice title.

What is a SKU? A SKU is the unique identifier for a product, e.g., kayakrental2026.

The Show Item Location option displays locations for items with locations configured (Inventory > Items > Media).

This option is great for accommodation items or rental pickup locations.

Products do not include a location option to display on invoices.

Check the Link to Create Another Booking option to add a link to the Booking Invoice to create another booking upon completing the current booking.

Once the Customer has completed their booking through the online booking portal, the system displays a copy of the Booking Invoice.

The link is visible in the sidebar on the right.

If you turn on the Enable Staff Ticket Printing option, the system adds a link to the Staff-side Booking Invoice visible to your Staff Members. This link enables your Staff to print a ticket to give to the Customer.  

These tickets are ideal for tour operators with drop-in Customers who need a ticket to present to the tour guide upon arrival at the meeting location.

If your QR Code integration is activated, each ticket has one embedded. A Staff Member can scan the QR Code to pull up the related Booking Invoice and check the Guest in automatically.  

What is a Staff account? A Staff account lets you provide access to individuals who need to manage inventory, availability, or bookings.

1. Go to Manage > Layout > Invoice.
2. Scroll down to the Options section.
3. Check or uncheck the features you want to enable or disable.
4. Click Save.
5. Preview or generate a sample invoice to confirm changes.

• Enable Pay Now + PDF Link for smoother payment and record-keeping.
• Use SKU and Item Location only if those details help your staff or customers, to avoid clutter.
• Keep it simple by selecting only the options that add real value.
• Always preview invoices after making changes to confirm they appear correctly in both digital and printed/PDF versions.
• Test staff-only options separately from customer-facing views.

To translate the information in the Invoice Title, Company Details, and Policy fields, click the Translate button in the left menu, as indicated above.  

You can select any language you have configured for your system from here.

You can input your translations within the highlighted fields after selecting a language.

Click Save Translation to save your changes.

Learn more about translations For a detailed look at language translations, check out the following article: Introduction to Checkfront translations and Customer languages

Next Steps

The following article explains how to manage your business policy within the Booking Invoice layout.

< Managing company details within the Booking Invoice layout     |     Managing the policy within the Booking Invoice layout >