Skip to main content

​
What Are Invoices?

Invoices in Odia help you create professional billing documents. They include an invoice number, issue date, due date, and all the services you want to bill for.
Invoices are generated from proposals. All service details from the proposal are automatically included in the invoice.
What invoices include:
  • Invoice number (automatically generated)
  • Issue date
  • Due date
  • Customer/traveller information
  • Service line items with descriptions and amounts
  • Total amount

​
Creating an Invoice

1

Start from a Proposal

Navigate to the proposal you want to create an invoice for
2

Generate Invoice

Click the invoice/billing button to create a new invoiceAll service details from the proposal are automatically populated
3

Review Invoice Information

Check that everything is correct:
  • Invoice number (auto-generated)
  • Issue date (today’s date by default)
  • Due date (set based on payment terms)
  • Customer information
  • Service line items and amounts
4

Set Due Date

Choose when payment should be received (e.g., 15 days, 30 days from issue date)
5

Add Notes (Optional)

Include payment instructions, bank details, or terms and conditions if needed
6

Send or Download

  • Send: Email the invoice to your client as a PDF
  • Download: Save as PDF for manual distribution

​
Editing Invoices

You can modify invoices after creating them: What you can edit:
  • Customer information (name, contact, billing address)
  • Service line items (add, remove, or modify services)
  • Amounts
  • Due dates
  • Notes and payment instructions
How to edit:
  1. Open the invoice from the Invoices screen
  2. Click “Edit” or the edit icon
  3. Make your changes
  4. Save the updated invoice
Edit invoices before sending to clients to make sure all details are correct

​
Viewing Invoices

Find and manage your invoices from the Invoices screen: The invoice list shows:
  • Invoice numbers
  • Customer names
  • Issue dates
  • Due dates
  • Total amounts
To view details:
  • Click on any invoice row to see the full invoice
  • View all service line items
  • See customer information
  • Access the PDF version

​
Invoice Information

Each invoice contains:

Basic Details

  • Invoice number - Unique identifier
  • Issue date - When invoice was created
  • Due date - Payment deadline
  • Reference - Link to original proposal

Line Items

  • Service descriptions - Name and details
  • Individual amounts - Price per service
  • Subtotals - Calculated automatically
  • Total amount - Full invoice total

​
Best Practices

Review Before Sending

Always double-check:
  • All service line items are correct
  • Customer information is accurate
  • Due date is appropriate
  • Total amount matches expectations
Why? Correcting errors after sending creates confusion
Add to notes section:
  • Accepted payment methods
  • Bank details or payment instructions
  • Due date (make it explicit)
  • Late payment terms if applicable
Example: “Payment due by March 15, 2025. Wire transfer to: [bank details]”
Good practices:
  • Use the auto-generated invoice numbers (don’t change them)
  • Include clear service descriptions
  • Add reference to the original proposal/trip
  • Save PDFs for your records
Tip: Invoice numbers are automatically generated to avoid duplicates

​
Common Questions

Yes. You can create invoices from proposals at any stage - whether they’re still in progress, sent, or confirmed.Common scenarios:
  • Invoice for a deposit after sending the proposal
  • Create full invoice after proposal is accepted
  • Bill for confirmed services
The invoice reflects the proposal services at the time it’s created.
The invoice does NOT automatically update.If you change proposal services or pricing after creating an invoice:
  • The existing invoice stays as it was
  • Edit the invoice manually to match the changes
  • Or create a new invoice if needed
Best practice: Finalize proposal details before creating invoices
Yes. You can edit invoices even after they’ve been sent to clients.When you edit a sent invoice:
  • You can modify any field (services, amounts, dates, customer info)
  • Save the changes
  • Send the updated version to the client
Note: Let your client know you’ve sent an updated invoice
It depends on the invoice:
  • You can delete invoices that haven’t been sent yet
  • For sent invoices, it’s better to keep them for records
Instead of deleting:
  • Add a note that the invoice is void or cancelled
  • Create a corrected invoice if needed
  • Keep the original for audit purposes

​
What’s Next?

You’ve now learned the core features of Odia for managing trips from proposal to billing! Quick recap:
  • Admin setup - Configure organization settings
  • Data entry - Add services, suppliers, and contacts
  • CRM - Manage travellers, agencies, and suppliers
  • Proposals - Create and publish quotes
  • Itineraries - Manage confirmed trips and send purchase orders
  • Concierge - Monitor daily operations
  • Tasks - Track what needs to be done
  • Invoices - Create billing documents

Learn More About Invoices

View the complete Invoices documentation for detailed information.