Invoices

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

Invoice Management

Creating Invoices

Invoices are created from confirmed itineraries:

Confirm Itinerary

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

Generate Invoice

From the itinerary:

Navigate to the confirmed itinerary
Click the invoice/billing button
Create invoice - all line items (services) are automatically populated

Or from the Invoices screen:

Click “Create Invoice”
Select the itinerary
Review auto-populated details

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

Send or Download

Send to client via email (PDF attachment)
Download as PDF for manual distribution

Invoice List View

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

Editing Invoices

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

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
Show/hide organization - Toggle organization name visibility

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.

Invoice Currency

Choose the display currency for your invoice totals using the currency selector in the invoice header.

Currency Selector

How currency selection works:Automatic detection:

The system automatically detects and defaults to the common currency when all services share the same selling currency
If services have mixed currencies, no default is set

Manual override:

Use the currency dropdown in the invoice header to change the display currency
Select from currencies configured in your organization settings

Where currency applies:

Invoice total displayed in the editor
PDF export
Public invoice view (if shared with clients)

The currency selector affects how totals are displayed. Individual line items retain their original currencies for reference.

Organization Display

Control whether the organization name appears on invoices when a billing contact is linked to an organization.

Show/Hide Organization Name

Toggle organization visibility on invoices:When a billing contact is linked to an organization (e.g., a travel agency), you can choose whether the organization name appears on the invoice.How to use:

Open the invoice in edit mode
Find the “Show organization name” toggle in the billing section
Toggle on to display the organization name
Toggle off to show only the contact name

Where it appears:

Invoice editor preview
PDF export
Public invoice view

Use cases:

Show organization: When billing a travel agency or corporate client where the company name should appear
Hide organization: When billing an individual traveller who happens to be linked to an organization but should receive a personal invoice

Invoice Status

Status Types

Track invoice lifecycle with these statuses:

Status	Description	When to Use
Draft	Invoice created but not sent	Initial creation, still being reviewed/edited
Sent	Invoice delivered to client	After sending via email or sharing
Paid	Payment received and recorded	When client has paid in full
Overdue	Past due date without payment	Automatically set when due date passes without payment

Status changes:

Manually update status when you receive payment
“Overdue” status is automatically applied after due date

Status Management

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.

Extra Services Management

Add additional services or charges to invoices outside of the main itinerary:

Adding Extra Services

Open Invoice

Navigate to the invoice you want to edit

Add Extra Service

Click Add Extra Service button

Enter Details

Fill in:

Service Name (e.g., “Travel Insurance”, “Visa Processing”)
Description
Quantity
Unit Price
Currency

Save

Click Add - service appears on invoice immediately

Managing Extra Services

Edit Extra Service:

Click the edit icon next to the service
Update any field
Click Save Changes

Delete Extra Service:

Click the delete icon
Confirm deletion
Service is removed from invoice

Extra services are separate from itinerary services and can be added/removed without affecting the main trip.

Use Cases

Common extra services:

Travel insurance policies
Visa processing fees
Airport transfers not in itinerary
Special requests or add-ons
Admin fees or booking charges
Currency conversion fees

Use extra services for one-time charges that don’t need to be tracked as full services in the itinerary.

Filtering & Search

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.

Payment Management

Odia’s payment tracking system allows you to record payments against invoices, track partial payments, and automatically update invoice status based on payment totals.

Record Payment

Record individual payments against invoices with full details - amount, date, and notes. Perfect for tracking partial payments or multiple payment installments.

Mark as Paid

Quick action to mark an invoice as fully paid. Creates a payment record for the remaining balance automatically.

Recording Individual Payments

How to Record a Payment

Where to access: Open any invoice in edit mode and find the payment tracker in the right sidebar.

Open Invoice

Navigate to the invoice you want to record a payment for and open it in edit mode

Click Record Payment

In the right sidebar, click the ”+ Record Payment” button

Enter Payment Details

A dialog will open showing:

Payment Context - Invoice total, amount already paid, and remaining balance
Payment Amount - Enter the amount received (can be partial or full payment)
Payment Date - Select when the payment was received (defaults to today)
Notes (Optional) - Add transaction ID, payment method, or other reference notes

Submit Payment

Click “Record Payment” to save. The invoice status will update automatically based on the total amount paid

Partial payments are fully supported! You can record multiple payments over time until the invoice is paid in full. Each payment is tracked separately with its own date and notes.

Add detailed notes to each payment for better tracking. Include information like:

Payment method (wire transfer, check, credit card)
Transaction or reference number
Bank confirmation code
Any special conditions or agreements

Quick Mark as Paid

Where to access: Invoice list page action menu (three-dot menu on each invoice row)

Open Action Menu

On the invoices list page, click the ”…” button on any invoice row

Select Mark as Paid

Choose “Mark as Paid” from the dropdown menu (only available when invoice is not already paid)

Automatic Processing

The system automatically:

Creates a payment record for the exact remaining balance
Sets the payment date to today
Adds a note “Marked as paid”
Updates the invoice status to “Paid”

When to use this:

You received full payment and don’t need detailed tracking
Quick status updates for cash or simple transactions
Batch processing multiple paid invoices

When to use “Record Payment” instead:

Partial payments received
Need to specify payment date other than today
Want to add detailed payment notes or reference numbers
Multiple payment methods or installments

Payment History & Display

Where payments are shown:1. Invoice Edit Page Sidebar

Unified Payment Tracker - Compact view with:
- Invoice total amount
- Total paid with progress bar
- Remaining balance highlighted
- Collapsible payment history list
- Quick access to record new payments

2. Payment History Table

Located below the services section on invoice edit page
Shows all payments with:
- Payment date (formatted)
- Amount (currency formatted)
- Notes or reference information
- Delete button for each payment

3. Invoice List Page

Payment status badge on each invoice
Color-coded status indicators
At-a-glance payment tracking

The payment tracker shows a visual progress bar that fills as payments are recorded, making it easy to see at a glance how much of the invoice has been paid.

Payment Status Indicators

Invoice payment status is automatically calculated and displayed with color-coded badges:

Status	Color	When Applied	Description
Not Paid	Gray/Default	Total paid = 0	No payments recorded yet
Partially Paid	Orange/Warning	Total paid > 0 but < invoice total	At least one payment recorded but not paid in full
Fully Paid	Green/Success	Total paid ≥ invoice total	All payments received
Overpaid	Blue/Info	Total paid > invoice total	Payments exceed invoice amount

Automatic status updates:

Status updates happen instantly when you record or delete a payment
No manual status changes needed
System calculates total paid vs. invoice total automatically
Works seamlessly with partial payments

The system allows overpayments in case you need to record additional fees, tips, or corrections. The overpaid status will be clearly indicated.

Managing Payments

Deleting a Payment:If you need to remove a payment record (e.g., payment was reversed, or recorded in error):

Open the invoice in edit mode
Find the payment in the payment history list or table
Hover over the payment row to reveal the delete icon (trash can)
Click delete and confirm

What happens when you delete a payment:

The payment record is permanently removed
Total paid is recalculated automatically
Invoice status may change:
- If was “Paid” → reverts to “Sent” or “Partial”
- If was “Partial” → may revert to “Sent” if no other payments
Remaining balance updates immediately

Deleting a payment is permanent and will affect the invoice status. Make sure this is the correct action before confirming.

Viewing Payment Summary:

Total amount paid is always visible in the payment tracker
Payment count badge shows number of payments recorded
Remaining balance is highlighted for easy visibility
All individual payment details are preserved with dates and notes

Payment Terms Setup

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 and help set expectations with clients.

Even with payment terms set, you can record payments before or after the due date. Payment dates are independent of due dates, giving you flexibility to track when payments are actually received.

Payment Tracking Best Practices

For optimal payment management:

Record payments immediately when received
- Don’t wait - update as soon as payment clears
- Keeps your records accurate and current
- Makes it easier to track outstanding invoices
Use detailed payment notes
- Add transaction IDs, check numbers, or wire references
- Note payment method for your records
- Include any special conditions or arrangements
Leverage partial payment tracking
- Record deposits or installments as they come in
- Track multiple payments for large invoices
- Monitor progress toward full payment
Choose the right method
- Use “Record Payment” for partial payments or when details matter
- Use “Mark as Paid” for quick full-payment updates
- Consistency makes tracking easier
Review payment status regularly
- Filter by “Partially Paid” to identify invoices needing follow-up
- Check “Overdue” status for invoices past due date
- Use payment history for reconciliation and accounting
Date payments accurately
- Use the actual payment received date, not when you’re entering it
- Accurate dates help with cash flow reporting
- Important for tax and accounting purposes

Pro tip: If you receive payment via multiple methods (e.g., partial by credit card, remainder by wire), record each as a separate payment with notes indicating the payment method. This creates a complete audit trail.

Best Practices

Invoice Workflow

Recommended process for smooth invoicing:

Create invoices promptly after itinerary confirmation
- Don’t delay - create while details are fresh
- Faster invoicing = faster payment
Review carefully before sending to clients
- Check all amounts and line items
- Verify customer contact information
- Ensure payment terms are correct
Set clear payment terms and due dates
- Be specific about when payment is due
- Include payment methods accepted
- Add late payment terms if applicable
Send reminders for upcoming due dates
- Friendly reminder 3-5 days before due date
- Follow up 1-2 days after if overdue
Track overdue invoices regularly
- Review overdue list weekly
- Have consistent follow-up process
Keep accurate records
- Update invoice status promptly when payments are received
- Export invoices regularly for accounting purposes

Organization Tips

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.

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

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.

Permissions

Role-Based Access

Invoice permissions by user role:

Action	Owner	Admin	Supervisor	User
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

Common Questions

Can I create an invoice without an itinerary?

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.

What happens if I edit an itinerary after creating an invoice?

The invoice does NOT automatically update. Invoices are independent records once created.If you change itinerary services/pricing:

The existing invoice remains unchanged
You must manually edit the invoice to match
Or create a new invoice and void/delete the old one

Best practice: Finalize all itinerary details before creating invoices to avoid discrepancies.

How do I handle partial payments?

Odia now fully supports partial payment tracking!To record a partial payment:

Open the invoice in edit mode
Click ”+ Record Payment” in the right sidebar
Enter the partial amount received (not the full invoice total)
Add payment date and optional notes
Click “Record Payment”

What happens automatically:

The invoice status updates to “Partially Paid” (orange badge)
The remaining balance is calculated and displayed
Payment appears in the payment history with all details
You can record additional payments as they come in

Tracking multiple partial payments:

Each payment is recorded separately with its own date and notes
Total paid and remaining balance update automatically
When total payments reach the invoice amount, status changes to “Paid”
Visual progress bar shows payment completion percentage

Example: For a

5,000 invoice, you can record a

2,000 deposit, then later add a $3,000 final payment. Each payment is tracked individually with full details and notes.

What happens when I mark an invoice as paid?

The “Mark as Paid” quick action automatically:

Calculates remaining balance - System checks invoice total vs. payments already recorded
Creates payment record - Adds a payment for the exact remaining amount
Sets payment date to today - Uses current date (you can edit later if needed)
Adds automatic note - Payment note says “Marked as paid”
Updates status to Paid - Invoice status becomes “Paid” with green badge

Where to access:

Invoice list page → Click ”…” menu → Select “Mark as Paid”
Only available when invoice is not already fully paid

When to use:

Quick status update when full payment received
Simple cash transactions without detailed tracking needs
Batch processing multiple paid invoices

When NOT to use:

Need to record specific payment date other than today
Want detailed payment notes or reference numbers
Handling partial payments (use “Record Payment” instead)

Can I delete or edit a recorded payment?

Deleting payments:

Yes, you can delete any payment record
Hover over the payment in the payment history to reveal the delete icon
Deleting is permanent - invoice status will automatically recalculate

What happens when you delete a payment:

Total paid decreases by the deleted amount
Invoice status may revert:
- “Paid” → “Partially Paid” or “Sent”
- “Partially Paid” → “Sent” (if no payments remain)
Remaining balance increases

Editing payments:

Currently, you cannot directly edit a payment
To correct a payment: Delete the incorrect one and record a new payment with correct details
This maintains a clean audit trail of all payment changes

Be careful when deleting payments - the action is permanent and will affect the invoice status and remaining balance calculations.

How do payment status badges work?

Invoice status updates automatically based on payments recorded:

Total Paid	Status Shown	Badge Color
$0	Not Paid / Sent	Gray or Blue
$1 to$ 4,999 (on $5,000 invoice)	Partially Paid	Orange
$5,000+ (equal to or more than invoice)	Paid	Green

Key points:

Status calculation is instant - updates as soon as you record or delete a payment
No manual status changes needed
System compares total paid vs. invoice total automatically
“Overpaid” status appears if payments exceed invoice total

Status visibility:

Badge appears on invoice list page for quick scanning
Payment tracker in sidebar shows detailed breakdown
Color coding makes it easy to identify payment status at a glance

Can I record payments after sending the invoice?

Yes, absolutely! Payment recording is available at any time:After sending:

Invoice status can be “Sent”, “Overdue”, or any other status
Record payments as you receive them, regardless of invoice status
Status will automatically update from “Sent” to “Partially Paid” or “Paid”

Before sending:

You can also record payments on draft invoices
Useful for pre-paid deposits or advance payments
Invoice will show correct payment status when sent to client

Payment dates are flexible:

Record payments with past dates (backdated payments)
Use today’s date (default)
Set future dates if needed for accounting purposes

Common workflow: Client sends payment → You verify it cleared → Immediately record payment in Odia → Invoice status auto-updates → Client sees updated status if they have access.

Can I customize invoice templates?

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.

Why can't I delete a sent invoice?

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

Itineraries - Creating confirmed itineraries that generate invoices
Proposals - Building proposals that become itineraries
Settings - Financial - Setting up currencies and payment terms

Get Started

Features

Best practices

Onboarding

Overview

Invoice Creation

Payment Tracking

Invoice Management

Invoice Details

Basic Information

Customer Details

Line Items

Invoice Currency

Organization Display

Invoice Status

Extra Services Management

Adding Extra Services

Managing Extra Services

Use Cases

Filtering & Search

Search Capabilities

Filter Options

Payment Management

Record Payment

Mark as Paid

Recording Individual Payments

Best Practices

Invoice Actions

Create

Edit

Delete

Send

Download

Update Status

Reporting

Summary Statistics

Custom Reports

Permissions

Common Questions

Get Started

Features

Best practices

Onboarding

​Overview

Invoice Creation

Payment Tracking

​Invoice Management

​Invoice Details

Basic Information

Customer Details

Line Items

​Invoice Currency

​Organization Display

​Invoice Status

​Extra Services Management

​Adding Extra Services

​Managing Extra Services

​Use Cases

​Filtering & Search

Search Capabilities

Filter Options

​Payment Management

Record Payment

Mark as Paid

​Recording Individual Payments

​Best Practices

​Invoice Actions

Create

Edit

Delete

Send

Download

Update Status

​Reporting

Summary Statistics

Custom Reports

​Permissions

​Common Questions

​Related Documentation

Overview

Invoice Management

Invoice Details

Invoice Currency

Organization Display

Invoice Status

Extra Services Management

Adding Extra Services

Managing Extra Services

Use Cases

Filtering & Search

Payment Management

Recording Individual Payments

Best Practices

Invoice Actions

Reporting

Permissions

Common Questions

Related Documentation