Invoicing for affiliates

From your Dashboard

To view existing invoices:

1. Navigate to Reports.
2. Select Accounting > Affiliate invoices from the sidebar.

3. Adjust the date range at the top of the page to fetch all relevant invoices.

4. Click Generate to view the invoices created within that timeframe.

   Note: This timeframe is based on the creation of the invoice, not the dates when the corresponding activities took place.

From a booking

If you are viewing a specific booking associated with your affiliate account:

1. Locate the invoice number in the booking details.
2. Click the invoice number to go directly to the corresponding invoice.

Reviewing past invoices

1. Navigate to the Reports tab in your Dashboard.
2. Select Accounting > Affiliate invoices via the left-hand menu.

Note: You will have two view options – Receivable and Payable:

• Receivable – invoices where your company (the affiliate) owes money to the tour operator. In other words, where you (the affiliate) are the Billed to company on the invoice.
• Payable – invoices where the tour operator owes money to you (the affiliate). In other words, where the tour operator is the Billed to company on the invoice.

3. Adjust the date range and click Generate to display results.

1. Billed to: the party making the payment.

2. Remit to: the party receiving the payment.

   Note: Your billing information is added on the Dashboard on the Logo & Contact page (Settings > Info & Policies > Logo & Contact > Billing Information for Invoicing). If those fields are empty, your main company contact info is used instead.

3. Booking details

   • Booking ID
   • Contact name
   • Customer type
   • Item booked
   • Availability
   • Amount due
4. Invoice number: unique identifier for the invoice.
5. Due Date: default is 30 days from creation, but may be adjusted by the tour operator.
6. Total amount: charges due, including any taxes or fees.
   • Payment status: shows if the payment has been settled.
     Important note: If a tour operator marks an invoice as paid, this does not automatically transfer funds. It only updates the associated bookings as paid and recalculates the reports.

Grouping options

The Group by dropdown on the report allows you to reorganize the invoice or booking list based on the selected criteria:

• None – no grouping applied.
• Item – group bookings by item.
• Agent – group by the assigned agent.
• Desk – group by the desk (the location where the bookings were processed).
• Availability – group by date or time availability.

The steps for adding a bank account vary depending on what country your bank is based in and what type of account you have. You can check this in detail on our Adding or changing a bank account help page.

Important: You must have the Manage bank accounts permission to add, remove, or verify a bank account. If you don’t have this enabled, please reach out to your Director (user with full access) to enable this for you by following these steps:

1. Go to Settings > Users & Permissions.
2. Go to the Permission Groups tab.
3. Click on Edit for the relevant permission group.
4. Go to the Setup tab and enable the settings:
   • Manage bank accounts, payment setup, and transfers
   • Manage bank accounts
5. Click Save changes to finalize.

Payment Setup Checklist

Important note: You won’t be able to accept payments until this checklist has been completed.

What you’ll need to complete the checklist:

• Information about your business owner or legal account representative, such as their full name, birthdate, and the last 4 digits of their Social Security Number (SSN).
• Your tax identification number (if you file taxes as a corporation).
• The account and routing number for your business bank account.
• In some cases, you may also be asked to provide your full Social Security Number (SSN) or a photo ID.

Adding a U.S. bank account

1. Go to Settings > Bank & Payments > Bank Accounts.
2. Click Add bank account and enter:
   a. Account holder type (Individual or Company)
   b. Account holder name
   c. Account number
   d. Routing number
3. Click Add bank account.

4. Complete verification:
   a. Check for two small deposits on your bank statement (from Stripe or FareHarbor).
   b. Return to the Dashboard (Settings > Bank & Payments > Bank accounts) and click the Verify now button. c. Enter both deposit amounts exactly as shown (e.g., 0.32, not 32).

   

   d. Once verified, a green Verified badge will appear next to the bank account.

IBAN account setup

If you have an IBAN (International Bank Account Number), follow these steps to add your bank account:

1. Navigate to Settings > Bank & Payments > Bank Accounts.
2. Click Add bank account.
3. Enter:
   • Account holder type and name
   • Full IBAN (e.g., FR1420041010050500013M02606)
   • Leave routing number fields blank
4. Click Add bank account.

Currently, FareHarbor supports invoice payments only for affiliates located in the United States.

Before paying an invoice on FareHarbor, you need to set up a bank account meeting these requirements:

• EIN (U.S. tax ID) registered in the United States.
• U.S. address matching the EIN registration (tax ID).
• U.S. bank account (including Puerto Rico).

To pay an invoice:

1. Go to Reports > Accounting > Affiliate invoices > View invoices.
2. Open the invoice you would like to pay.
3. Navigate to Invoice actions and click on Pay invoice now. This option is only visible when an associated invoice has been generated.

Important notes:

• There is a bank transfer fee of 1.9% + $0.30 deducted from the transferred amount.
• The bank transfer may take 3-7 business days.
• Invoices cannot be paid by credit card. However, alternate setups are available for net rate credit card payments. Contact channelsupport@fareharbor.com for assistance with this.

To print or download an invoice, click on the Print option under Invoice actions.

If you are located in the US, Canada or EMEA and interested in expanding your partnerships without having to care about the invoices? FareHarbor does that for you! Learn more about the FareHarbor Distribution Network.

Do affiliates automatically receive invoices?

No. Tour operators manually generate and email invoices so that all bookings on an invoice can be reviewed and confirmed as correctly calculated. In most cases this is done on a monthly basis.

Why do I have two invoices for the same booking?

If a booking is rebooked and the invoice amount has changed since the original invoice was created, it may result in an additional invoice being generated for the difference in pricing.

Can affiliates generate invoices?

No. Only tour operators can generate invoices. Affiliates can only view invoices once they are created.

Can I pay invoices by credit card?

No. Credit card payments for invoices are not supported. However, your setup can be configured for net rate payments via credit card. Contact us at channelsupport@fareharbor.com for additional details.

How can I track paid or received invoices?

Only the tour operator can mark an invoice as paid or received. You can keep an eye on the updated statuses on the Affiliate invoices page. We advise you to also track invoice payments external to FareHarbor because payment settlements are not automated.