Charge statements to other companies, and the revenue report
Other Entities on the site get one invoice a period for their charged bookings. The revenue report shows charges, refunds, deposits and damage by facility and month.
PLANSFrom Growth
The problem it solves
- The college used the school's auditorium all term, and nobody raised an invoice.
- Each booking by another Entity becomes its own small invoice, and accounts drown in them.
- The owner asks what the halls earned last quarter, and the answer takes a week.
How it works
- Bookings of other Entities on a facility that charges them are priced like any other, but not paid first.
- At the end of the period, accounts staff open Facilities > Billing > Charge Statements. The last month is filled in.
- Click Create Invoices. Each pair of selling and booking Entity gets one invoice, with a line for each booking.
- Each booking keeps a link to its statement, so it is never invoiced twice.
- Open Facilities > Billing > Revenue to see charges, refunds, deposits and damage by facility and month.
Everything it does
Charge Statements
- Period: From and To, the last calendar month to start with
- Takes charged bookings of other Entities with an amount, confirmed, in use, done or no-show, starting in the period and not yet on a statement
- The seller is the facility's owner Entity, else the site's first Entity
- One line per price line of each booking, labelled with the booking number; the seller's taxes
- Says so when there is nothing to invoice
Revenue
- Facility down the side, month across
- Totals: Total, Refunded, Deposit, Deposit Refunded, Damages Charged
- As a pivot, a graph or a list; the bookings list also shows each booking's total
Who uses it
Accounts staffCreate the period's statements and follow the invoices.
Facility managerReads the revenue report.
Other EntityReceives one invoice a period for its bookings.
Where you use it
- Web: Facilities > Billing > Charge Statements (accounts staff) and Facilities > Billing > Revenue (facility managers and accounts staff)
- Not in the app or on the portal
What you control
Settings
- Period of a statement: the last calendar month, changeable each time
- Charge Other Companies: on the facility, on to start with for Paid for some bookers
Notifications
- No message of its own: statements are ordinary invoices in invoicing
Questions
Can a booking be invoiced twice?
No. Once a booking is on a statement it keeps the link and is left out of later statements.Do other Entities pay online like outside hirers?
No. Their bookings are confirmed without payment and invoiced on the period's statement.Who can create statements?
Staff with invoicing rights. Facility managers see the revenue report.Does the revenue report include refunds and damage?
Yes: refunded amounts, deposits, deposits refunded and damage charged, by facility and month. It also counts cancelled bookings' charges, so filter by status.Related features
SHARING BETWEEN COMPANIESFacilities shared between companies, with windows and quotasOne auditorium, several Entities. The owner books first, and each other Entity books within its own window and quota. Hours can be kept for one Entity, and others can see only that a time is taken.CHARGES AND PAYMENTFree or paid facilities, rates, peak hours and taxesKeep a facility free, charge everyone, or charge only some bookers: outside hirers, other Entities or your own staff. Rates by the hour, half day, day or booking, with evening and weekend rates, minimum charges and taxes.CHARGES AND PAYMENTSecurity deposits and refundsOutside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.REPORTS AND RECORDSBooking analysis and utilisationSee when facilities are used by weekday and hour, and how many bookings end as no-shows, cancellations or rejections. See how many open hours of each facility are booked.GROUPSSeveral entities in one accountRun the facilities of several institutions, firms or trusts in one SmartMy account. Each Entity has its own facilities, rules, approval chains, charges and message settings. A site can hold several Entities that share a hall on agreed terms.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.