Customer Documents

Customer documents are anything you send to a customer that records what they owe or have agreed to:

• Quotes: Pre-sale pricing presented to the customer.
• Invoices: Demands for payment.
• Credit notes: Reductions or refunds against a previous invoice.

Each document is linked to a booking and tracks line items, totals, taxes, and payment status. Documents can be generated as branded PDFs using your organisation's templates and sent directly to customers via email.

The customer documents list

Columns include:

• Document number: Auto-generated, unique within the organisation.
• Type: Quote, Invoice, or Credit Note.
• Booking reference: Linked booking.
• Customer name.
• Issue date.
• Due date (for invoices).
• Net amount, tax, gross amount, and currency.
• Status: Draft, Sent, Paid, Partially Paid, Overdue, Cancelled.

Filters

By type, status, customer, booking, issue-date range, due-date range, and currency.

Creating a document

From Finance → Customer Documents → New or from within a booking's Finance tab. The new document form captures:

• Type: Quote, invoice, or credit note.
• Booking: Drives customer and currency defaults.
• Issue date and due date.
• Line items: Description, quantity, unit price, tax rate, and optional link to an itinerary block.
• Notes: Free-text shown on the PDF.
• Template: The document template used to render the PDF.

Totals (net, tax, gross) are calculated automatically.

Status and lifecycle

• Draft: In progress, not yet sent.
• Sent: The PDF has been emailed to the customer.
• Paid / Partially Paid: Linked payments cover (some of) the gross amount.
• Overdue: Past the due date with outstanding balance.
• Cancelled: Voided.

Allocating customer payments to a document updates its paid status automatically.

Sending

Use Send to email the document. Tourbox composes the email using an email template with the document PDF attached. Customers can also see and download documents from the Customer Portal if you grant access.

Templates

Document templates control the PDF layout: logo, header, footer, terms and conditions, and dynamic fields (booking reference, customer name, totals). Manage templates under Library → Templates.

Credit notes

Issue a credit note against a specific invoice when a refund or adjustment is needed. The invoice's effective balance decreases by the credit note's amount.

Customer portal visibility

Each document has a flag controlling whether it's visible on the customer portal. Drafts are never shown.