Automated Invoicing & Payment Allocation Enhancements

Hi there,

What's New?

We’re excited to share a set of powerful enhancements to Lavanda PMS that significantly reduce manual work across invoicing and payment allocation. These updates form part of a broader initiative to automate all billing and payment operations across short-let and long-let stays.

We’re laying the groundwork for a fully automated, end-to-end payment journey—from booking through to reconciliation. Our goal is a seamless, automated flow from booking to cash collection and reconciliation, significantly reducing admin, improving visibility, and ensuring faster payments.

This release includes:

• Auto-allocation of payments to issued invoices, where payments are paid in advance
• Auto-issuing of non-recurring invoices at checkout (available on request)
• Release of auto-issuing for monthly recurring invoices (available on request)

Key Features:

• Auto Allocation of Payments made at the time of booking to Issued Invoices

What’s changed?

OTA payments are now automatically matched to their corresponding invoices once the PMS detects the OTA payout post-checkout.

Why was this changed?

Direct booking payments are automatically allocated when the invoice is issued.

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• Auto-Issuing of Non-Recurring Invoices (Short Stays)

What’s changed?

• Nightly-rated invoices for short-let bookings are now automatically issued at checkout — whether via manual or automated processes.
• Applicable to direct and OTA bookings for stays that have not yet checked out.
• Corrective drafts created after checkout will however need manual issuing.
• A new Document Management screen helps resolve data validation issues before issuing.

Why was this changed?

To improve invoicing speed, accuracy, and reduce admin for short stays.

Note: This feature is available on request. Please contact your Implementation Manager or Client Advisor if you’d like to enable this.

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• Auto-Issuing of Recurring Monthly Invoices

What’s changed?

• Recurring invoices will be auto-issued on the 1st day of their billing period.
• Any valid drafts with billing periods starting from 1st April 2025 onward will be issued automatically.
• Correctives and fixed invoices also auto-issue after a 1-hour grace period if valid.
• Blocking functionality has been introduced to prevent automated issuance when needed.

Why was this changed?

To reduce friction in recurring billing cycles and lay the groundwork for upcoming automation of payment collections.

Note: This feature is available on request. Please contact your Implementation Manager or Client Advisor if you’d like to enable this.

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​Why Have We Made This Change?

This marks a major milestone in Lavanda’s invoicing and payment automation journey. By eliminating the need for repetitive finance tasks, we’re helping customers scale operations with less admin, fewer errors, and better visibility.

These changes are designed to:

• Increase operational efficiency
• Reduce finance team workload
• Enable seamless and timely billing

Impact:

• Manual allocation and issuing effort is significantly reduced
• Enhanced control with fail-safe handling for invoice exceptions
• Customers can opt-in to powerful new automation capabilities

Availability:

• Auto Allocation: Now live for all users as of 11th April 2025
• Non-Recurring Invoice Auto-Issuing: Contact your Implementation Manager or Client Advisor
• Recurring Invoice Auto-Issuing: Contact your Implementation Manager or Client Advisor

Getting Started:

• To learn more about enabling automatic issuing for your short-stay invoices, visit our Help Centre
• For documentation on managing draft invoices and validation errors, search “Automated Invoicing Overview” in the Help Centre
• Contact your Implementation Manager or Client Advisor for activation or a detailed walkthrough

Warm regards,

Team Lavanda