Invoicing System Overhaul & Enhanced Move & Split Booking Functionality

Hi there,

What's New?

We’re excited to announce a major upgrade to the Lavanda-PMS Invoicing System alongside improvements to Move & Split Booking functionality.

These enhancements further automate invoice adjustments, ensuring accurate financial reporting when bookings are modified, and provide greater flexibility in moving and splitting bookings across different units.

Key Enhancements & Updates

1. Automated Invoicing Adjustments for Booking Modifications

Whenever a booking is edited via the Edit Booking UI in the Multi-calendar or the Booking Summary Page, invoices will now be automatically updated.

✔ Draft invoices are adjusted to reflect booking changes.

✔ Issued invoices are amended via credit notes & corrective invoices to maintain financial accuracy.

Supported Use Cases:

✅ Unit Moves – including moves during an active stay (split stays).

✅ Stay Date Adjustments – bookings starting earlier or later.

✅ Stay Extensions & Curtailments – ensuring accurate invoicing for extended/reduced stays.

✅ Recurring Invoicing Rate Changes – updates for bookings with monthly invoicing, including rate adjustments mid-stay.

✅ Non-Recurring Invoice Rate Changes – manual rate recalculations for short stays where entire stay pricing is affected.

✅ OTA Bookings – only unit moves are automated; rate and date changes must be handled on the OTA platform.

🔹 Recurring Optional Services:

• If stay dates change, assigned services will automatically adjust.
• If a room move occurs, services will not change. If services need to be adjusted, as a result of the move, these need to be done manually.

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2. Move & Split Booking Enhancements

We have improved the Move & Split Booking functionality to allow greater flexibility and control over bookings.

🔹 Move Booking Functionality

• PMS users with appropriate permissions can now move bookings:
  ✅ Prior to check-in
  ✅ After check-in
  ✅ After check-out
• Moves can be performed from both the Multi-calendar and the Booking Summary Page, allowing seamless adjustments.
• The system now warns users if a move will create a booking overlap, ensuring conflicts are flagged in advance.

🔹 Split Booking Functionality

• Bookings can now be split after check-in, allowing for flexible reallocation of stays.
• PMS users can split multi-night bookings into different units or unit types, selecting new accommodation for part of the stay.
• The system provides warnings for unavailable units and requires a reason for the move, ensuring full auditability.
• Single-night bookings cannot be split, maintaining system integrity.

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3. Pro Rata Calculation Update for Monthly Invoicing

A significant improvement in how final month invoices are calculated:

❌ Previous approach: Invoices deducted the final day, basing calculations on nights stayed.

✔ New approach: The final checkout date (contract end date) is now included, ensuring invoicing is based on days stayed.

Future Update:

We will separate contract dates from check-in/out dates, allowing PMS users to define whether to charge by days or nights when setting contract terms.

Short Stays Unaffected:

Short-stay bookings remain charged on a nightly rate, with no changes to final-day invoicing.

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4. Historic Booking Adjustments

Bookings created before this update remain unaffected, unless a new booking edit triggers the updated system.

🔹 Fixing Past Invoicing Issues:

• If a legacy booking is edited, any incorrect invoicing will be automatically corrected, either by updating draft invoices or generating credit notes & corrective invoices for issued invoices.

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Why Have We Made This Change?

Financial Accuracy – Ensuring invoices always reflect real-time booking details.

Greater Booking Flexibility – Allowing seamless movement and splitting of bookings.

Efficiency & Automation – Reducing manual intervention in invoicing and booking changes.

Operational Simplicity – Improving the guest and staff experience with streamlined processes.

Impact:

Improved Revenue Management – More accurate invoicing means fewer revenue leaks.

Reduced Admin Workload – Automated adjustments eliminate manual recalculations.

Better Financial Visibility – Real-time updates ensure PMS users always work with the correct data.

Optimised Guest Experience – Greater flexibility in managing stays.

Availability:

These updates are now live for all customers from 17th February 2025.

Getting Started:

To experience these updates, simply log into Lavanda PMS and explore the enhanced invoicing automation and Move & Split Booking functionality.

Warm regards,

Team Lavanda