Payments and invoicing

Expected payments, what is collected, invoices that freeze when issued, and how currencies and Spanish VAT behave.

The Payments tab answers one question: what should this trip collect, and how much of it has arrived. The header sums the package total, the expected payments, the paid amount and the balance due. Each payment is a row: what it is for, the amount, the due date and a status that updates on its own. Fully collected reads paid, partly collected reads partial, past its due date reads overdue, and the rest read pending.

Mark paid stamps the date on a payment that arrived by transfer or in cash. For a transfer that only covers part of it, type what arrived in the paid amount instead: the row keeps the rest owing and reads partial. In a split, every person is a line reading what they have paid of what they owe, and you type in the first figure.

What your client sees, and when

A payment you have just added is a draft: yours alone, so you can lay out the schedule without the client watching you type. Press Confirm and it becomes final, which is what puts it on their trip page. Recording money against it does the same, because money that arrived is not a draft. Once it has appeared it stays, even if you mark it unpaid again: a figure the client has already read should not vanish.

You can record any payment by hand, whichever way the money reached you. Connect a Stripe account and each one also gets a link your traveller can pay by card, and the row updates when the payment goes through: collect payments online.

Record a payment on a trip you are still selling and RoundPlan asks whether to mark the deal as sold first.

Setting up what the trip should collect

1. Open Payments on the trip and press the split button. RoundPlan creates the deposit and the balance from your deposit percentage.
2. Put a due date on each, so a payment can turn overdue when it passes.
3. Add any extra payment by hand: a second instalment, an add-on the group asked for later.
4. To bill each traveller separately, split a payment across the roster and everyone gets their own share.

Issuing an invoice

1. Press Generate invoice, from Payments or from Documents.
2. Pick its shape: the full package, a deposit, or custom lines you write yourself.
3. Check the number. It continues your series automatically, and you can type your own if your agency already has one running.
4. Set the issue date, add any notes, and create it. From that moment it is a snapshot and stops following the trip.

Invoices freeze when issued

Once created, an invoice is a snapshot. Changing the trip afterwards does not change the invoice.

Spanish VAT and Verifactu

Set your VAT scheme in Settings. On the margin scheme, RoundPlan shows the estimated VAT on your margin in the Overview, labelled as an estimate to confirm with your accountant, and the client invoice carries the travel-agency regime legend instead of a VAT line. Under Spain's Verifactu rules an issued invoice cannot be deleted, so RoundPlan does not let you: you correct one by issuing a rectifying invoice, and the original keeps its number.

Currencies

Each trip sells in one currency, and a client can be quoted and pay in a different one, at a rate you fix per trip. With a client currency set, payments record in it and the invoice is issued in it. An invoice counts only payments in its own currency toward Paid; anything in another currency stays visible here for you to reconcile. The full picture, including what happens when a currency changes mid-deal, is in currencies.