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Overview

Odia’s invoice management system allows you to create professional invoices from confirmed itineraries and track payment status.

Invoice Creation

Generate invoices automatically from confirmed itineraries with all service details pre-populated

Payment Tracking

Track invoice status from draft to paid, monitor outstanding balances, and manage payment timelines

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Invoice Management

Creating Invoices

Invoices are created from confirmed itineraries:
1

Confirm Itinerary

Ensure the itinerary is in confirmed status with all services finalized and pricing set
2

Generate Invoice

From the itinerary:
  1. Navigate to the confirmed itinerary
  2. Click the invoice/billing button
  3. Create invoice - all line items (services) are automatically populated
Or from the Invoices screen:
  1. Click “Create Invoice”
  2. Select the itinerary
  3. Review auto-populated details
3

Review Details

Verify all information is correct:
  • Customer/traveller information
  • Service line items and amounts
  • Payment terms and due date
  • Any additional notes or terms
4

Send or Download

  • Send to client via email (PDF attachment)
  • Download as PDF for manual distribution
The invoices screen displays:
  • Invoice numbers - Auto-generated unique identifiers
  • Customer names - Traveller or travel agent billed
  • Issue and due dates - When invoice was created and when payment is due
  • Total amounts - Full invoice amount
  • Payment status - Draft, Sent, Paid, or Overdue
  • Summary statistics - Total invoices, total amounts, outstanding balances
Actions available:
  • Click any invoice row to view full details
  • Use search and filters to find specific invoices
  • Bulk select for batch operations
Modify invoice details before or after sending:
  • Update customer information - Name, contact, billing address
  • Adjust line items - Add, remove, or modify services
  • Change payment terms - Net 15, Net 30, custom terms
  • Modify due dates - Extend or shorten payment timeline
  • Add notes or terms - Payment instructions, terms & conditions
Important:
  • You can edit invoices in “Draft” status freely
  • For “Sent” invoices, edits create a new version

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Invoice Details

Every invoice contains:

Basic Information

Essential invoice data:
  • Invoice number - Auto-generated unique ID
  • Issue date - Date invoice was created
  • Due date - Payment deadline
  • Reference to itinerary - Link to source trip
Invoice numbers follow your organization’s format.

Customer Details

Client/billing information:
  • Customer name - Who is being billed (traveller or agency)
  • Contact information - Email, phone
  • Billing address - Full address for payment
  • Email for delivery - Where to send the invoice
Pulled automatically from traveller or agent profile.

Line Items

Service breakdown from itinerary:
  • Service descriptions - Name and details of each service
  • Individual amounts - Price per service
  • Quantities - Number of participants (pax) if applicable
  • Subtotals and totals - Calculated automatically
Each confirmed service becomes a line item.

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Invoice Status

Status Types

Track invoice lifecycle with these statuses:
StatusDescriptionWhen to Use
DraftInvoice created but not sentInitial creation, still being reviewed/edited
SentInvoice delivered to clientAfter sending via email or sharing
PaidPayment received and recordedWhen client has paid in full
OverduePast due date without paymentAutomatically set when due date passes without payment
Status changes:
  • Manually update status when you receive payment
  • “Overdue” status is automatically applied after due date
Update invoice status based on:Manual updates:
  • Mark as “Sent” after emailing to client
  • Mark as “Paid” when payment is received
  • Change due date if payment terms are renegotiated
Automatic updates:
  • Status changes to “Overdue” automatically when due date passes
Best practice: Update status promptly when you receive payment to maintain accurate records.
Find invoices quickly using search and filters:

Search Capabilities

Find invoices by searching for:
  • Invoice number - Exact invoice ID
  • Customer name - Traveller or agency name
  • Associated proposal - Original proposal/itinerary reference
  • Date ranges - Issue date or due date
Search looks across all these fields simultaneously.

Filter Options

Narrow down results by:
  • Status - Draft, Sent, Paid, Overdue
  • Date range - Issue date or due date ranges
  • Amount range - Minimum/maximum invoice amounts
Combine multiple filters for precise results.
Quick workflow: Use the search bar combined with filters to quickly locate specific invoices. For example, search for a customer name and filter by “Overdue” status to identify outstanding payments that need follow-up.

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Payment Management

Payment Terms

Set payment terms when creating invoices:
  • Due on receipt - Payment expected immediately
  • Net 15 - Due in 15 days from issue date
  • Net 30 - Due in 30 days (most common)
  • Net 60 - Due in 60 days
  • Custom terms - Specify your own timeline
  • Late payment policies - Add notes about late fees
Payment terms are clearly displayed on the invoice.

Payment Tracking

Manage payment status:
  • Mark invoices as paid manually - Update status when you receive payment
  • Update invoice status - Change from Sent to Paid
  • Track overdue invoices - Filter by “Overdue” to see what needs follow-up
  • Monitor payment timelines - See days outstanding for each invoice
Best practice: Update status immediately when payment is received.

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Best Practices

Invoice Workflow

Recommended process for smooth invoicing:
  1. Create invoices promptly after itinerary confirmation
    • Don’t delay - create while details are fresh
    • Faster invoicing = faster payment
  2. Review carefully before sending to clients
    • Check all amounts and line items
    • Verify customer contact information
    • Ensure payment terms are correct
  3. Set clear payment terms and due dates
    • Be specific about when payment is due
    • Include payment methods accepted
    • Add late payment terms if applicable
  4. Send reminders for upcoming due dates
    • Friendly reminder 3-5 days before due date
    • Follow up 1-2 days after if overdue
  5. Track overdue invoices regularly
    • Review overdue list weekly
    • Have consistent follow-up process
  6. Keep accurate records
    • Update invoice status promptly when payments are received
    • Export invoices regularly for accounting purposes
Keep invoices organized and professional:
  • Use consistent numbering - Auto-generated numbering recommended to avoid duplicates
  • Include clear service descriptions - Make it obvious what traveller is paying for
  • Add reference to itinerary/proposal - Link back to trip details
  • Include payment instructions - Bank details, payment methods, etc.
  • Attach terms and conditions - Cancellation policy, payment terms, etc.
Tip: Create an invoice template with standard terms and payment instructions.

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Invoice Actions

Common actions you can perform on invoices:

Create

Generate new invoices from confirmed itineraries with all service details pre-populated automatically

Edit

Modify invoice details including line items, amounts, customer info, and payment terms before or after sending

Delete

Delete draft invoices that are no longer needed. Cannot delete sent or paid invoices.

Send

Deliver invoices to clients via email with PDF attachment. Status automatically updates to “Sent”

Download

Export invoices as PDF for printing, manual distribution, or record-keeping

Update Status

Mark invoices as paid when payment is received to keep accurate records and track outstanding balances

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Reporting

Invoice reporting helps you track revenue, outstanding balances, and payment trends over time for better cash flow management.

Summary Statistics

View at-a-glance metrics at the top of the invoices screen:
  • Total invoices - Number of invoices created
  • Total invoiced amount - Sum of all invoice amounts
  • Outstanding balance - Amount not yet paid (Sent + Overdue)
  • Paid to date - Total amount received
Updates automatically as invoices are created and paid.

Custom Reports

Generate custom reports by filtering:
  • Date range - Invoices issued or due within specific dates
  • Customer - All invoices for a specific traveller or agency
  • Status - Only Draft, Sent, Paid, or Overdue invoices
  • Amount ranges - Invoices above/below certain amounts
Export filtered views for reporting or analysis.
Cash flow management: Regularly review your invoice list filtered by “Overdue” status to follow up on outstanding payments. This helps maintain healthy cash flow and reduces bad debt.

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Permissions

Role-Based Access

Invoice permissions by user role:
ActionOwnerAdminSupervisorUser
View Invoices✓ All✓ All✓ All✓ Own only
Create Invoices✓✓✓✓ Limited
Edit Invoices✓ All✓ All✓ All✓ Own only
Delete Invoices✓✓✓✗
View All Invoices✓✓✓✗
View Financial Summaries✓✓✓Limited
Notes:
  • Users can only see invoices they created
  • Users have limited invoice creation (from their own itineraries only)
  • View All means seeing organization-wide invoices, not just own

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Common Questions

No. Invoices in Odia are created from confirmed itineraries. The itinerary serves as the source of:
  • Service line items
  • Pricing information
  • Customer/traveller details
  • Trip reference
Workflow: Proposal → Confirmed Itinerary → InvoiceWhy? This ensures invoices always match actual confirmed services and prevents billing errors.
The invoice does NOT automatically update. Invoices are independent records once created.If you change itinerary services/pricing:
  1. The existing invoice remains unchanged
  2. You must manually edit the invoice to match
  3. Or create a new invoice and void/delete the old one
Best practice: Finalize all itinerary details before creating invoices to avoid discrepancies.
Currently: Odia tracks invoices as Paid or Unpaid (full status).For partial payments:
  • Keep invoice status as “Sent” until paid in full
  • Track partial payments in your external accounting system
  • Add notes to the invoice about partial payment received
  • Update to “Paid” status only when fully paid
Future enhancement: Partial payment tracking is planned for future development.
Invoice branding: Your organization logo and branding from Settings appear on invoices automatically.Template customization: Full custom template design is not currently available. Invoices use a standard professional format with your branding.What you can customize:
  • Organization logo
  • Contact information
  • Payment terms and instructions
  • Additional notes and terms
Future enhancement: Custom invoice templates are planned for future development.
For audit and record-keeping reasons:
  • Once an invoice is sent to a client, it becomes part of your financial record
  • Deleting sent invoices could create gaps in your invoice numbering
  • Accounting best practices require maintaining invoice history
What to do instead:
  • Mark invoice as “Cancelled” or void it (add note)
  • Create a credit note or corrected invoice if needed
  • The invoice remains in the system for record-keeping
Can delete: Draft invoices that have never been sent