Invoices

BedShift handles your entire invoicing workflow — from automatic generation to payment tracking and exports.

Auto-Generation

BedShift can automatically generate invoices for all active residents based on your billing cycle.

Setting Up Auto-Invoicing

1. Navigate to Settings > Billing
2. Choose your billing cycle: Monthly, Bi-weekly, or Custom
3. Set the generation date (e.g., 1st of every month)
4. Enable Auto-generate invoices

When enabled, BedShift creates invoices for every active booking on the configured date. Each invoice includes the resident's rent, any recurring charges, and applicable taxes.

Manual Invoice Creation

To create an invoice manually:

1. Go to Invoicing from the sidebar
2. Click Create Invoice
3. Select the resident from the dropdown
4. The resident's rent and recurring charges are pre-filled
5. Adjust or add line items as needed
6. Set the due date
7. Click Generate

Line Items

Every invoice consists of one or more line items. BedShift supports several types:

• Rent: The base room or bed rent
• Utilities: Electricity, water, gas, internet
• Meals: If your hostel provides meal plans
• Laundry: Laundry service charges
• Custom charges: Any additional fees you define

Adding Custom Line Items

1. On the invoice creation or edit screen, click Add Line Item
2. Enter a description (e.g., "AC charges", "Parking fee")
3. Enter the amount
4. Choose if this is a one-time or recurring charge

Tax Configuration

BedShift supports tax calculations on invoices.

• Set your default tax rate in Settings > Billing > Tax
• Apply tax per line item or on the invoice total
• Tax is calculated automatically when generating invoices
• You can override the tax amount on individual invoices

Due Dates

• Each invoice has a due date, set either manually or based on your billing settings
• Default due date offset can be configured (e.g., 7 days after generation)
• Overdue invoices are highlighted in the invoicing dashboard
• BedShift tracks payment status: Draft, Sent, Paid, Overdue, Void

Send Email

Once an invoice is generated, you can send it directly to the resident:

1. Open the invoice
2. Click Send via Email
3. The resident receives a formatted email with the invoice details and a payment link (if Safepay is configured)

You can also enable automatic email sending when invoices are generated.

Void an Invoice

If an invoice was created in error or needs to be cancelled:

1. Open the invoice
2. Click Void Invoice
3. Confirm the action

Voided invoices remain in the system for record-keeping but are excluded from financial calculations.

Export PDF / CSV

PDF Export

Click Download PDF on any invoice to get a formatted PDF with your organization's branding, invoice details, and line items. PDFs can be printed or shared digitally.

CSV Export

From the invoicing dashboard:

1. Use filters to select the invoices you want to export
2. Click Export CSV
3. The CSV includes all invoice details: invoice number, resident name, amount, tax, status, dates

This is useful for importing into accounting software or for record-keeping.