How do I add an invoice?

Creating and Printing an Invoice or Guest Folio

In ReservationKey, you can easily create templates that function as printable invoices or guest folios. These templates are stored under the Email Templates section, but they can be used both for emailing and for printing directly from a reservation.

Step 1: Access the Email Templates Section

Click the Website tab at the top of your ReservationKey account.
Select Email Templates.

Although this section is labeled “Email Templates,” the templates here can also serve as printable documents such as invoices, folios, or receipts.

Step 2: Use the Built-In Guest Folio Template (Optional)

New accounts automatically include a default template called Guest Folio. This template can be printed or emailed directly to your guests.

If you prefer to create your own custom invoice or document, follow the next steps.

Step 3: Create a New Invoice Template

In the Email Templates section, click Add Template.
Enter a Template Name and Subject (for example, “Invoice” or “Guest Statement”).
Type your content in the message body.

You can include merge codes such as:

{GuestName} — Inserts the guest’s name.
{ReservationNumber} — Displays the reservation number.
{ArrivalDate} / {DepartureDate} — Shows stay dates.
{TotalAmount} — Displays the total due.

You can also include your property logo, contact details, and any payment instructions or policies.

When finished, click Save Changes.

Step 4: Access the Template from a Reservation

Open any reservation from your Calendar or Reservations tab.
Click the Correspondence button.
In the correspondence window, select your template (for example, “Guest Folio” or “Invoice”).

Step 5: Print or Edit Before Printing

You have two options:

Print Directly: Click the Print button to immediately open a printable version of the template.
Edit Before Printing: Click Edit to modify or add custom notes directly within the template window. Once ready, click the Print Icon in the toolbar to print your edited version.

Example Template

Subject: Invoice for Your Stay at {PropertyName}

{PropertyName}
{PropertyAddress}

Guest: {GuestName}
Reservation #{ReservationNumber}
Arrival: {ArrivalDate} — Departure: {DepartureDate}


  Description Amount
  Room Charges {TotalRoomAmount}
  Taxes {TotalTaxAmount}
  Total Due {TotalAmount}


Thank you for staying with us!
{PropertyEmail} | {PropertyPhone}

Description	Amount
Room Charges	{TotalRoomAmount}
Taxes	{TotalTaxAmount}
Total Due	{TotalAmount}

Summary

By using the Email Templates section, you can easily design invoices, folios, or printable confirmations. These can be customized with merge codes, your branding, and specific payment details — and can be printed or emailed directly from each reservation’s Correspondence screen.

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