Invoicing

Creating a single invoice in FareHarbor

1. Navigate to Reports, then select Invoices on the left-hand side.
2. View invoices (ones you’ve already created) are shown by default. Toggle to +Create Invoices to create new invoices.
3. Select the date range for which you want to invoice. Click Generate to see all companies in that time range with invoiceable bookings.
4. Click the affiliate name to begin creating the invoice.
5. Understand, adjust and create the invoice:
   1. Billed To is the company who owes money.
   2. Remit To is the company who is owed money.
   3. Uncheck this box to exclude a booking from this invoice. The booking will still be invoiceable, so when you go back to the Create Invoice overview screen the company you are invoicing will still be included in the list.
   4. Invoice numbers are set automatically after you click Create invoice, but you may set your own.
   5. The due date is automatically set to 30 days after today but can be edited.
   6. You can adjust the overall total of an invoice.
   7. Click Create invoice to create the invoice.

To create another invoice, click +Create invoice at the top of the page. This will take you back to the list of companies with invoiceable bookings.

Creating multiple invoices in FareHarbor

You can also create more than one invoice at the same time.

1. Navigate to Reports, then select Invoices on the left-hand side.
2. View invoices (ones you’ve already created) are shown by default. Toggle to +Create Invoices to create new invoices.
3. Select the date range for which you want to invoice.
4. Click Generate to see all affiliates with invoiceable bookings in that time range.
5. Select the checkbox for each affiliate for which you want to create the invoices.

6. Click the Create [x] invoices button to create the selected invoices.

   

After the invoices have been successfully generated, you will be redirected back to the list of companies with invoiceable bookings.

You can email, print, change payment status and delete invoices after creating them.

1. Open the desired invoice.
2. Click the Advanced menu next to Invoice actions.

Emailing invoices for payment: You can pay and receive payment for invoices directly in FareHarbor. Use the Email invoice for payment button to send an invoice notification to the person or company who owes the payment. The email will include the invoice number, amount, and a direct link to view and pay the invoice.

Printing an invoice: Use the Print button to print a copy of your invoice or save it as a PDF file.

Changing invoice payment status: If you’re not yet paying or getting paid in-system, you can still mark an invoice as having been paid outside of FareHarbor.

Deleting an invoice: Invoices cannot be edited once they’ve been created. If an invoice needs to be changed, it should be deleted and re-created. After the invoice is deleted, its related bookings will become invoiceable again.

Previously-created invoices can be accessed from the Invoices report or from an individual booking. Read more about finding and working with invoices below.

Finding an invoice from reporting

Invoices you’ve already created are shown in the View invoices section of the Invoices report. (You can access the Invoices report by going to the Reports section of your Dashboard, then selecting Invoices from the sidebar.) All invoices created within the date range at the top of the report will be shown in the list. Adjust the date range and click Generate to find invoices created at different times.

Finding an invoice from a booking

When working with bookings that are associated with affiliates, you can find the related invoice in the affiliate summary on the booking. Click on the invoice number to go directly to the invoice.

If you are located in the US, Canada or EMEA and are interested in expanding your affiliates and paying invoices through FareHarbor, join the FareHarbor Distribution Network.

In addition, if you work with affiliates who resell your tours and activities or if you are a reseller yourself, you can use FareHarbor to generate, send, and pay for invoices. Once both parties are set up on FareHarbor, funds can be transferred seamlessly between bank accounts.

Invoicing setup

Each party will need a FareHarbor account before they can pay or receive invoice payments. If you’re not already on FareHarbor, contact us for assistance.

Once you have a FareHarbor account, connect your bank account by completing the Payment Setup Checklist. Once your bank account is connected, you can start transferring money!

Emailing an invoice for payment

Once an invoice has been created, you can email it to the payee with the click of a button.

1. Navigate to the desired invoice.
2. Click the Email invoice for payment button.
3. Confirm that the email address is correct, and enter a personal message, if desired.
4. Click Send email.

The email will include the invoice number, amount, and a direct link to view and pay the invoice.

Paying for an invoice

1. Navigate to the desired invoice.
2. Click the Pay invoice button.
3. Choose which bank account you want to use to pay. You can add a note, if desired.
4. Click Pay. Bank debits for invoice payments may take up to five days to clear. You can see your bank debits in Reports > Payouts & Refunds > Bank Debits.

Note: It may take 3-7 business days for the funds to transfer when paying an invoice via FareHarbor.

Can I edit an invoice once it’s been created?

No, invoices cannot be edited once they’ve been created. If an invoice needs to be changed, it should be deleted and re-created. The best way to reconcile your invoices in this case is to delete the original invoice with the cancelled booking and create a new invoice with the new booking.

Why do I have two invoices for the same booking?

This can happen when a booking on an existing invoice is rebooked to a new date or time. This process cancels the original booking and creates a new booking with a different ID. As a result, the new booking will become invoiceable again.

Can affiliates generate invoices?

No. Once an invoice is generated on your Dashboard, the affiliate can view it from their affiliate Dashboard.

Can my affiliate pay invoices by credit card?

No. Affiliates are not able to pay invoices by credit card. If an affiliate must pay by credit card, we can adjust the affiliate’s setup so that each booking’s “due” amount is the amount they owe you. That way, they can enter a credit card for the net rates on each booking.

How can I keep track of which affiliates have paid me / which affiliates I have paid?

To update the status of an invoice, open the invoice, and select Mark as Paid under the Advanced heading.