Find and Download Your Invoices

This article shows where your invoices are, how to open or save each one, and what the individual lines on them mean. Every invoice is created and stored by Stripe, our payment provider — LobbyFlight fetches them live and shows them to you, which explains most of what follows.

Before you start: who can see invoices

The billing area is restricted to the organisation owner. If you sign in as a manager or a staff member, Billing does not appear in your menu at all, and there is no other route to the payment history. Ask your organisation owner to pull the invoice for you, or to hand over the owner role. See Roles and Access for how the roles differ.

Complimentary accounts are a second exception. If your account was set up as complimentary, the billing page shows a short "Complimentary Access" panel instead of the normal view. There is no subscription behind it and no invoices are generated, so nothing in this article applies to you.

Opening the payment history

Sign in to the portal and choose Billing in the navigation. The page opens on your current plan and, below that, the Payment History section with one row per invoice.

Billing runs at organisation level, not per property. Invoices are attached to your organisation's customer record at Stripe, so the payment history lists the invoices for every hotel in your organisation together, in one table. This is also the answer to the consolidated-invoice question: for a group of hotels, a single joint invoice is the normal case rather than something you have to arrange.

The table has five columns:

Date is the date Stripe created the invoice.

Invoice shows the invoice number on the first line and the description of the first line item underneath it.

Amount is the amount paid, in the currency of the invoice. Euro amounts get a € sign; any other currency is shown as its three-letter code.

Status is the invoice status at Stripe, described in more detail below.

Actions holds the links to the invoice itself.

Only the 50 most recent invoices are loaded. LobbyFlight keeps no copy of them, so if your account is old enough that older invoices have scrolled off the end, you need to go to the Stripe portal to reach them.

Downloading a single invoice

Each row in the payment history ends with two small icons, and they do different things:

The external-link icon opens Stripe's hosted invoice page in a new tab. That page shows the invoice in full, with the payment method used, the tax treatment and the payment date.

The download icon opens the finished PDF that Stripe produced for that invoice, also in a new tab. Your browser then either displays it or saves it, depending on your own settings — LobbyFlight does not generate the file and does not set a filename for it, so the name comes from Stripe.

If a row shows the word Demo instead of the two icons, that invoice has no links at Stripe. This happens on demo accounts, where the payment history is filled with sample rows rather than real invoices.

There is no way to select several rows and download them in one go. For more than a handful of invoices, use the Stripe portal, which lists them all on one page.

Using the Stripe portal for the full picture

On the Billing page, Manage Subscription opens the Stripe customer portal in a new tab. The invoice overview there shows everything the LobbyFlight table leaves out: the payment method used, the transaction reference, the full line-item breakdown, the tax details and a PDF link per invoice. The Stripe portal is also where you change your billing details, including a VAT ID you did not enter when you signed up.

The Stripe portal is Stripe's own interface, so its wording and layout can differ from what is described here.

Reading an invoice

The invoice number

The number in the Invoice column is Stripe's invoice number, in a form like ABC12345-0001. The prefix identifies your customer record and the counter runs per customer, not per calendar year — so your first invoice of a new year does not restart at 001. Quote this number whenever you contact us about a specific charge.

When the first invoice appears

Every subscription starts with a seven-day free trial, and no money moves during it. The first invoice is therefore created when the trial ends, not on the day you signed up, and every later invoice follows one billing period after that. The billing date is whatever time of day your subscription was created at Stripe; there is no fixed nightly run.

Invoices are due immediately and are paid automatically from the payment method you stored at checkout.

Monthly or yearly

You can be billed monthly or yearly, and this decides how many invoices you see. Monthly subscriptions cost €69 for Basic, €149 for Pro and €199 for Premium, and produce twelve invoices a year. Yearly subscriptions cost ten times the monthly price — €690 for Basic, €1,490 for Pro and €1,990 for Premium, so two months are free — and produce a single invoice covering the whole year.

The line items

The subscription itself is one line. Anything else you have booked appears as its own line on the same invoice:

Additional airports cost €99 per month for each airport beyond the one included in your plan. Removing an airport produces a prorated credit line.

Concierge packages cost €39 per month for S, €89 for M and €199 for L.

Trip packs are one-off purchases at €39 for S, €139 for M and €329 for L.

Trip overage is charged per trip above your included allowance, between €0.69 and €0.89 depending on your package.

There is no setup fee, so nothing on the invoice covers installation or onboarding.

When you change plan mid-period, Stripe prorates: it credits the unused part of the old plan and charges the remainder of the new one, calculated over the exact length of the period rather than a flat thirty-day month. Both amounts appear as separate lines, and the difference is what you actually pay. Upgrading and Downgrading covers the timing of plan changes.

VAT

VAT is calculated automatically at checkout, based on where your hotel is and whether you supplied a VAT ID.

If you are in the EU and gave a valid VAT ID, the invoice shows €0.00 VAT under the reverse-charge mechanism, and you account for the tax yourself. If you are in the EU without a VAT ID, VAT is added at the applicable rate — at the Austrian rate of 20 %, a €149.00 Pro subscription comes to €178.80. Outside the EU, no VAT is added.

If you forgot your VAT ID at signup, it cannot be added from the LobbyFlight portal. Open the Stripe portal through Manage Subscription and change your billing details there; the next invoice will reflect it.

The issuer

Invoices are issued by RiFa Holding & Advertising GmbH, E.v. Behringstraße 14, 9500 Villach, Austria, VAT ATU12345678.

What the statuses mean

The status badge repeats the invoice status Stripe reports, and the colour follows it:

Paid, in green, means the payment went through and nothing is outstanding.

Open, in amber, means the invoice exists but has not been paid yet.

A grey badge marks a draft invoice, which Stripe has not finalised.

Any other status is shown in red, with Stripe's own wording rather than a translated label. A red badge means the charge did not succeed — When a Payment Fails explains how to settle it.

The invoice email

After a successful payment, the invoice email goes to the address on your hotel account. Its subject line is Invoice #<number> - LobbyFlight, and it contains the invoice number, the invoice date, the billing period, the plan and the total amount, plus a View Billing History button that takes you back to the portal.

The email carries no PDF attachment. If you need the file, open the invoice from the payment history or the Stripe portal.

One email is deliberately missing: the very first invoice, the one raised at the end of the trial, does not get its own message because it is already covered by the welcome email you receive when your subscription starts.

If a later invoice email never arrives, check your spam folder and confirm that the email address on your hotel account is the one you actually read. There is no resend button in the portal — the invoice itself is always available from the payment history, whether the email arrived or not.

Checking what you are paying for

Above the payment history, the Billing page states what your account actually includes: the number of Displays, how many Own slides you may add, whether Languages, Weather and Analytics are included, and your Branding level (logo only, colours and logo, or white-label). Beneath the plan you also see the date your subscription renews. If an invoice amount surprises you, this is the fastest place to check whether the plan on the invoice matches the features you are getting.

Getting an invoice corrected

If something on an invoice is wrong — the company name, the address, the VAT ID or the amount — email info@lobbyflight.com with the invoice number and the correct details, and we will take it from there.

Next steps

Understanding the Billing Cycle explains when each invoice is raised.

Updating Your Payment Method shows how to change the card the invoices are charged to.

Subscription Plans lists what each plan costs and includes.

Support

For questions about a specific invoice, email info@lobbyflight.com or call +43 650 753 1811.

Find and Download Your Invoices