Invoicing

Invoices in RTOPilot are managed by Administrators under Payments → Invoices. Corporate booking invoices are raised by hand, while enrolment and group booking invoices are generated for you as students and coordinators book.

Raise and finalise an invoice

A new corporate invoice is created from the corporate booking it belongs to, which opens a New Invoice screen pre-filled with the customer. Add your line items (you can pull in saved Line Item Templates) and save it as a draft.

1. Open the invoice from Payments → Invoices.

2. Select Invoice Actions → Finalise. An invoice needs at least one line item before it can be finalised.

3. Tick Send invoice to … via email if you want the recipient emailed straight away, then confirm.

Once finalised you can use Invoice Actions again to Send Invoice, Void, or Mark as Uncollectible.

📷 Screenshot to be added: the Invoice Actions menu on a draft invoice.

Invoice numbers

An invoice number is only assigned once the invoice is finalised — before that the number field shows a note that it will be available after finalisation. If you sync to Xero, the Invoice number setting under Settings → Xero → Settings controls whether your RTOPilot number is saved as the Xero invoice reference (letting Xero assign its own number) or as the Xero invoice number itself.

Draft invoices for expired group bookings

When a group booking expires before it is paid, RTOPilot automatically voids the booking's draft invoice for you, with an action note of Group booking expired. You do not need to tidy these up by hand.

Sorting and finding invoices

• Use the Search invoices box to search by invoice number, purchase order number, or customer name.

• Apply the Students, Corporate Bookings, or Group Bookings filter presets to narrow the list.

• Select any sortable column heading to reorder, and use Export to download the current view as a CSV.