Saving invoices in PDF? Why?

  • 27 January 2023
  • 9 replies
  • 181 views
coudert.mathias
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Hello Community, 

We noticed that a lot of hotels are saving invoices in PDF format. And I was wondering why? and also what would be the frequency of this process? should it be daily or could it be weekly or monthly? 

 

Thanks 

9 replies

Sarah.Masterton-Brown
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Hey @willjordan  @Jasmin H.  @Nina  @SabineSchr  @claudio.berger Does this apply to you? Would be great if you can share your way of working here to help @coudert.mathias fully understand your processes. Thanks 💚

If you want to go fast, go alone; if you want to go far, go together
willjordan
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I’m not sure if you are referring to sending guest bills, but the hotel prefers to download bills and email them directly to customers as an attachment. There is a lot of hesitancy around using Mews’ mail templates and Mews generated correspondence because of the lack of customization, personalization, and transparency. 

Nina
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Hi Mathias,

 

we are not saving the PDF files and i don’t now why there should be the reason to save it. Because it’s saved in the guest Profil.

MatthiasH
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Hi @coudert.mathias,

 

There are the following situations where we would download the invoice.

  1. Sending the invoice to a company where extra information is to be mentioned in the email.
  2. Sending an invoice to an invoicing emailbox where the subject must follow a certain format.
  3. Uploading the invoice to an extranet for processing (FIT-contracts and such).
  4. The guest does not trust the emails coming from [email protected] (especially the .li part) and only want to open the invoices coming form our own email-address.
Tech savvy hospitality enthusiast who is excited about the future of hospitality
coudert.mathias
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Thank you for all of your reply. 

Indeed when asking about “downloading bill in PDF” I meant 
This option, from the billing screen. 

Thanks
 

 

A
Userlevel 3

Hi Mathias,

Glad you asked this question. I’m currently in the process of downloading all our invoices one by one. Hell of a job!

I’m located in Tirol, Austria. I’m happy to say we work with one of the more modern accounting offices around here. They actually allow us to send them invoices in pdf format. Digitally! Around here that’s very forward thinking :)

Nearly every hotel owner here is printing every invoice and dragging it to their accountant every month.

Long story short, even though we book our turnovers directly from the accounting report. Our accountant still wants to have a copy of each individual invoice at the end of the month. 

A simple “download all invoices in PDF format” function would save us a lot of time ;)

U
Userlevel 3

Seems a bit silly but we use it to get a preview of how it will look from the guest perspective. 

we occasionally use it to send an email, from our own email address as described by other users as well, however this is rarely the case

M

Hi Mathias, 

We have problems connecting our printers since we work from a server, therefore we are using the pdf format a lot. 

Additionally, we download the invoices to clarify any questions from accounting in order to discuss it better. 

M
Userlevel 3
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Hi Mathias

Two reasons in my experience:

  • Hotels having troubles to connect printers through Mews Connector
  • Fiscal requirement to store invoices. In my experience, Mews is not yet accepted as digital store of invoices by certain countries and hotels are therefore required to store a downloaded copy of the invoice for fiscal control purposes

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