View and Download Invoices

View and Download Invoices

All your LobbyFlight invoices are accessible at any time. This article explains how to find, download, and understand invoices.

Accessing Payment History

In LobbyFlight Portal

Step-by-step:

1. Log in to the portal
2. Click "Billing" in the navigation
3. Scroll to "Payment History" section
4. List of all payments displayed

Display format:

┌──────────────────────────────────────────────────┐
│  Payment History                                 │
├──────────────────────────────────────────────────┤
│  Date        Description      Amount    Status   │
│  ────────────────────────────────────────────    │
│  Jan 1, 2024 Subscription    €149.00   ✅ Paid   │
│  Dec 1, 2023 Subscription    €149.00   ✅ Paid   │
│  Nov 1, 2023 Subscription    €149.00   ✅ Paid   │
│  Oct 1, 2023 Subscription    €149.00   ✅ Paid   │
└──────────────────────────────────────────────────┘

In Stripe Portal

Access:

1. Billing → "Manage Subscription"
2. Stripe portal opens
3. Click "Invoices" tab
4. Complete history displayed

More details than LobbyFlight portal:

Downloading Invoices

PDF Download in Portal

Process:

1. Payment History → Payment row
2. Click "Download" icon (⬇️)
3. PDF is generated
4. Automatic download
5. Filename: LobbyFlight_Invoice_2024-01-01.pdf

PDF content:

┌────────────────────────────────┐
│  INVOICE                       │
│                                │
│  From: Rifa Digital GmbH       │
│  To: [Your Hotel]              │
│                                │
│  Invoice #: INV-2024-001       │
│  Date: January 1, 2024         │
│  Due: January 1, 2024          │
│                                │
│  Description        Amount     │
│  ──────────────────────────    │
│  LobbyFlight Pro    €149.00     │
│  Monthly            (Jan 24)   │
│                                │
│  Subtotal:          €149.00     │
│  VAT (20%):         €17.80     │
│  Total:             €106.80    │
│                                │
│  Payment Method: Visa ****1234 │
│  Status: PAID                  │
│                                │
│  Thank you for your business!  │
└────────────────────────────────┘

Multiple Invoices at Once

Bulk download (planned for Q2 2024):

1. Payment History
2. Checkboxes next to desired invoices
3. "Download Selected" button
4. ZIP file with all PDFs

Current workaround:

In Stripe Portal

Advantage: Direct links to PDFs

1. Stripe Portal → Invoices
2. Each invoice has "PDF" button
3. Click opens PDF in new tab
4. Right-click → "Save as..."
5. Or: Print → Save as PDF

Understanding Invoice Details

Invoice Number

Format: INV-[YEAR]-[NUMBER]

Examples:

INV-2024-001 → Your 1st invoice in 2024
INV-2024-012 → Your 12th invoice in 2024

Unique: Each invoice has unique number

Usage:

Invoice Date

Created: Billing date (e.g., 1st of each month)

Due: Immediately (automatic payment)

Paid: Within minutes (on successful payment)

Timeline:

00:00: Invoice created
00:05: Payment attempt
00:06: On success → Status: PAID
00:07: Email with invoice sent

Invoice Line Items

Normal monthly invoice:

Description: LobbyFlight Pro - Monthly Subscription
Period: Jan 1, 2024 - Feb 1, 2024
Quantity: 1
Unit Price: €149.00
Total: €149.00

For pro-rata (plan upgrade):

Item 1:
  Description: LobbyFlight Premium (Jan 15 - Feb 1)
  Days: 17
  Daily rate: €4.30 (€199 / 30)
  Total: €73.10

Item 2:
  Description: Credit for unused Pro plan
  Days: 17
  Daily rate: -€2.97 (€149 / 30)
  Total: -€50.43

Net charge: €22.67

VAT/Tax

EU hotels (with VAT ID):

Subtotal: €149.00
VAT: €0.00 (Reverse Charge)
Total: €149.00

Note: "Reverse charge mechanism applies.
       VAT registration: ATU12345678"

EU hotels (without VAT ID):

Subtotal: €149.00
VAT (20%): €17.80
Total: €106.80

Non-EU hotels:

Subtotal: €149.00
VAT: €0.00
Total: €149.00

Payment Method

Shown on invoice:

Payment Method: Visa ending in 1234
Transaction ID: ch_1Ab2Cd3Ef4Gh5Ij6
Status: PAID
Paid on: January 1, 2024 00:06 UTC

For SEPA:

Payment Method: SEPA Direct Debit
IBAN: AT48 **** **** **** 3456
Status: PAID
Paid on: January 7, 2024 (5 days processing)

Email Invoices

Automatic Sending

When sent:

Immediately after successful payment
Type: PDF attachment + inline HTML
To: Hotel email (from account)

Email format:

Subject: Invoice for LobbyFlight - January 2024

Dear [Hotel Name],

Thank you for your payment.

Attached is your invoice for January 2024.

Invoice Summary:
- Amount: €149.00
- Plan: Pro
- Period: Jan 1 - Feb 1, 2024
- Payment: Visa ****1234

Questions? Reply to this email.

Best regards,
LobbyFlight Billing Team

[Attachment: Invoice_2024-01-01.pdf]

Invoice Not Received?

Check:

Request again:

1. Portal → Payment History
2. Payment row → "Resend Email" button
3. New email is sent
4. Received within 5 minutes

Alternative:

Invoices for Accounting

Monthly Summary

Export for accountant:

1. Portal → Billing → Export
2. Select time period (e.g., "2024")
3. Format: CSV or PDF bundle
4. Download
5. Forward to accountant

CSV format:

Date,Invoice,Description,Amount,VAT,Total,Status
2024-01-01,INV-2024-001,LobbyFlight Pro,€149.00,€17.80,€106.80,Paid
2024-02-01,INV-2024-002,LobbyFlight Pro,€149.00,€17.80,€106.80,Paid
...

Annual Summary

For tax return:

1. Portal → Billing → Annual Summary
2. Select year (e.g., "2024")
3. Generates PDF with:
   - All payments
   - Total paid
   - Total VAT
   - Monthly breakdown
4. Download

Example:

Annual Summary 2024
Hotel: Grand Vienna

Total Paid: €1,068.00
Total VAT: €213.60
Grand Total: €1,281.60

Monthly Breakdown:
Jan: €149.00 + €17.80 VAT
Feb: €149.00 + €17.80 VAT
...
Dec: €149.00 + €17.80 VAT

Invoice Status

Status Types

"Paid" (✅):

Payment successful
No action required
Invoice archived

"Pending" (⏳):

Payment processing
SEPA: Waiting for bank confirmation (5-7 days)
Don't worry - normal for SEPA

"Failed" (❌):

Payment failed
Retry will be attempted automatically
Check payment method
[See: Payment Failures Guide]

"Refunded" (↩️):

Refund completed
Amount back on card (5-10 days)
Reason: Subscription cancellation

Status in Portal

Color coding:

✅ Green: Paid
⏳ Yellow: Pending
❌ Red: Failed
↩️ Blue: Refunded

Invoice Corrections

Error on Invoice?

Common corrections:

Process:

1. Email info@lobbyflight.com:
   - Invoice number
   - Describe error
   - Provide correct information
   - Attach screenshot

2. We review (1-2 business days)

3. Corrected invoice:
   - Cancellation of old invoice
   - New correct invoice created
   - Same transaction ID
   - Sent via email

4. Both invoices for accounting:
   - Original (cancellation note)
   - Corrected (valid)

Adding VAT ID Later

If forgotten during registration:

1. Portal → Settings → Tax Info
2. Enter VAT ID (e.g., ATU12345678)
3. Save
4. From next invoice: Reverse Charge

Correct old invoices?

Email info@lobbyflight.com - we'll create correction invoices

Frequently Asked Questions

Where do I find my invoices?

Portal → Billing → Payment History or Stripe Portal → Invoices.

Can I have invoice renamed (company name)?

Yes. Email info@lobbyflight.com with correct company name.

How long are invoices stored?

Unlimited. Accessible even after cancellation in Stripe portal.

Do I get separate invoice for setup fee?

No setup fee at LobbyFlight. Only monthly subscription.

Can I get invoice in different currency?

EUR by default. Other currencies on request (Enterprise customers).

Is there consolidated invoice for multiple hotels?

Yes, for hotel chains. Contact: info@lobbyflight.com

Next Steps

Invoices understood?

Support

Questions about invoices?