Adding items/products to booking invoices

Add items/products directly from a Booking Invoice to manage upgrades, corrections, or add-ons.

This feature lets you modify existing bookings without needing to recreate them - saving time and maintaining accurate records.

Learn how to access the option to add an item/product and how to add items/products, including:

• Choosing a category
• Choosing items/products
• Choosing dates/times
• Entering the number of parameters/guest types 
• Choosing taxes
• Viewing the rate summary
• Customizing the Subtotal
• Applying vouchers/promos
• Adding packages/upsells

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

• Click an active Booking ID anywhere in the system. For example, open the Booking Invoice from the Booking Index report (Reports > Booking Index > Booking ID > Booking Invoice > Edit > Add Item). 

• You can also enter the Booking ID in the Search field found in the main menu to bring up the Booking Invoice.
   

What more do I need to use this feature?

• Admin or restricted permissions to Modify bookings.
   

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

• The Booking Invoice feature is available to both those using classic items (Inventory > Items), a key feature of our classic items version of Checkfront, and those using classic products (Inventory > Products), a key feature of our classic products version of Checkfront.
  
   

You can add an item/product by clicking the Add Item button in the left sidebar of the booking's Edit tab. This button opens the Add Item modal, from which you can make the necessary changes. 

1. Go to Reports.
2. Select the Booking Index.
3. Click on the Booking ID for a booking.
4. Select the Edit tab.
5. Click +Add Item.
6. Select and complete the relevant fields.
7. Click the Save button to preserve your changes.

We cover this step in more detail below.

Add payment manually Adding an item/product to an invoice does not automatically process an additional payment. You need to add payment manually. Learn more here: Adding payments to booking invoices

When first opened, the Add Item modal displays a collapsed view that, by default, includes the Category, Item, Rate, and Subtotal fields. The view fully expands when you make a valid Item selection.

Staff can modify multiple elements when adding an item/product to a booking. Read on to learn about each one!

Open the Category dropdown menu to choose from a list of available category entries.

The system pulls this list from the Categories area (Inventory > Categories). It displays active and hidden categories, but archived categories are not visible.

Choose an item/product from the Item dropdown menu within the Add Item modal. 

If there are items/products available, they appear in the list from which you can select one. Check the box labelled Hide unavailable items if you only wish to see items/products that are available.

Selecting a new item/product and changing the quantity or date automatically queries the system and returns a new price. If there is a conflict, then an error message appears.

Referencing the Inventory Calendar Referring to the Inventory Calendar when adding items/ products is helpful. The Inventory Calendar provides an overview of item/product availability, where stock may be adjusted as needed. You can visit the Inventory Calendar for items (Calendar > Inventory) or products (Calendar > Product). Learn more here: Introduction to the inventory calendar

The Start and End date calendar fields allow you to select a booking's start or end date. Click on the fields to open the calendar selection tool.

By default, the calendar selection shows green for available dates, red for sold-out dates, and grey for dates where the item or product is unavailable for booking.

If the item/product in the booking is time-allocation based, such as Per Hour for items or Flextime for products, additional Time fields show where an available time is selected.

Referencing the Inventory Calendar Referring to the Inventory Calendar when adding items/ products is helpful. The Inventory Calendar provides an overview of item/product availability, where stock may be adjusted as needed. You can visit the Inventory Calendar for items (Calendar > Inventory) or products (Calendar > Product). Learn more here: Introduction to the inventory calendar

You can add the quantity for each where parameters/guest types are attached.

Depending on your browser, you can change a parameter/guest type value by manually entering the number in the field or selecting the up or down arrows that appear when you hover over it with your cursor. 

The Add Item modal enables the selection or deselection of available tax entries from the Taxes section.

Click the checkbox to the left of the tax entry to apply, or no longer apply, the tax to the item or product. The tax is active if the checkbox is selected.

Taxes to choose from are set up in the Ecommerce Setup area (Manage > Ecommerce Setup > Taxes).   

Learn more about taxes For a detailed look at configuring taxes, check out the following article: Configuring ecommerce settings for taxes

While you cannot edit the Rate section directly, it summarizes the details per item parameter/product guest type.

Parameter/guest type details are adjusted within the item itself (Inventory > Items) or the product (Inventory > Products).

Customized subtotal value Note that if the subtotal value is customized, the rate summary clears and shows no parameters/guest type details.

You can customize the item/product subtotal to whatever value you wish in the Subtotal field when adding an item or product.

When saved, the booking's totals update to include the new subtotal value entered.

If you have a discount or voucher code in the Discounts area (Inventory > Discounts), you can add the code to an item/product with the Apply Promo or Voucher option in the Add Item modal. 

When the Apply Promo or Voucher option is selected, a Promo / Voucher field opens up where you place the code.

Click Apply to apply the code to the item/product or booking total, depending on the discount or voucher settings.

A discount or voucher may be removed from an item/product within the Add Item modal by clearing any entered code and selecting Apply. 

Once you have chosen to Save your changes, the booking totals reflect any discount or voucher changes made when adding the item/product.

Learn more about discounts For a detailed look at setting up discounts for items/products here, check out the following article: Introduction to discount and voucher codes

If an item has packages or a product has upsells, they can be attached or detached from the Package Options section of the Add Item modal.

If there are available packages or upsells to add, then a plus sign displays beside the entry that can be attached. When you click the plus sign (+) to add the package or upsell, the plus sign changes to a checkmark (✓) to show the selected option. 

You can uncheck the checkmark to the right of Package Options to deselect all package or upsell options from the booking item or product.

Click the Save button to apply changes and update the booking to reflect any added or removed packages or upsells.

Learn more about editing bookings For a detailed look at changing or removing an item/product you just added, check out the following article: Changing bookings from booking invoices

Next Steps

The following article looks at updating POS transactions from the Booking Invoice.

< Changing bookings from booking invoices     |     Updating POS transactions from booking invoices >