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Invoicing 

This article outlines how to manage invoicing within the Orcoda Booking System (OBS). The OBS Financial section provides tools for generating, viewing, and exporting customer invoices

Orcoda Booking System – Invoicing Management

This guide explains how to access, review, finalise, and export invoices within the Orcoda Booking System (OBS), as well as how to manage payment services linked to invoicing.

1. Accessing the Invoices Page

The Invoices section is located under the Financial subsection of Settings.

How to Navigate to Invoices

  1. Go to Settings.

  2. Select Financial.

  3. On the Financial landing page, click Invoices.

 

The Invoices page allows you to:

  • View all customer invoicing activity

  • Manage un-finalised (uninvoiced) trips

  • Access and export invoices in a format compatible with Xero and MYOB

2. Managing Un-finalised Invoices (Uninvoiced)

Un-finalised invoices can be accessed via the UNINVOICED tab on the Invoices page.

Available Actions

  • View Details
    Click DETAILS on the relevant client line to open the detailed list of all trips for that client.

  • Finalise Invoice
    Click CREATE INVOICE to finalise an invoice for the selected client.

  • Current Month Restriction

    Invoices for the current month cannot be finalised.
    The CREATE INVOICE buttons for current-month items will be disabled.

3. Viewing & Managing Finalised Invoices

To open a finalised invoice, click VIEW on the line item on the Invoices page.

Actions on the Invoice Page

  • Mark Selected as Invoiced

    • Check the INVOICE SAVED TO XERO box

    • Click SAVE

  • Remove Trips
    Remove individual trips using the REMOVE button.

  • Download Trips CSV
    Export a CSV of all trips in the invoice by clicking DOWNLOAD CSV.

  • Hide an Invoice
    Click HIDE to permanently remove the invoice from the Invoices page.

Invoice Description

By default, each trip line on an invoice includes:

  1. Trip origin address
  2. Trip destination address
  3. Trip ID 
  4. Trip Date

Invoice templates are created per provider, if a client is assigned to a particular provider in their client profile, any invoices for this client will use the invoice template configured for that provider.

Users can configure what details are shown on the invoice from the Providers page under the Settings menu as shown below.

First select the name of the Provider that you wish to edit the invoice template for.

On the following page, select "Edit Template" next to "Provider Xero item description template"

On the Edit Template page, you can copy the Key's for the available fields into the template field at the bottom of the page as shown below.

After the desired keys have been copied into the template field, select Update Item Description to save the template.

Visibility Note

Invoices marked SAVED TO XERO are hidden by default.

To view them:

  • Click SHOW ALL

  • Saved invoices will display a ✓ symbol in the SAVED column.

4. Exporting a Xero or MYOB CSV

OBS supports exporting multiple invoices into a MYOB or Xero-formatted CSV file.

How to Export

  1. On the Invoices page, tick the checkboxes next to the invoices you want to export.

  2. Once selected, the DOWNLOAD MYOB/Xero CSV buttons become active.

  3. Click DOWNLOAD CSV to export the file.