Posts Tagged: invoicing

Control when unsent invoices are sent

2 minute read time · Updated December 10, 2025 · First published December 10, 2025

The Scheduled Tasks functions of MIDAS allow your booking system to automatically perform certain actions in the background – even when you’re not signed in.

One of the automated tasks your booking system can perform is to send any unsent invoices to your customers.

Previously – and if enabled – the “Send any unset invoices” setting would cause MIDAS to check for and send any unset invoices. This action would occur once a day during the hour in which you’d set your daily scheduled tasks to run.

For MIDAS v4.41, we’re giving you more control over when unsent invoices are automatically sent.

Choose when unsent invoices are sent
Choose when unsent invoices are sent

Set “Send any unset invoices” to “Daily”, and MIDAS will behave as before. Once per day (during the hour you specify), MIDAS will send any unsent invoices to your customers.

Alternatively, you can change “Daily” to a specific monthly date. So if set to “1st”, then on the first day of every month, your MIDAS system will automatically send any unsent invoices.

What constitutes an “unsent” invoice?

MIDAS considers an “unsent” invoice to be any invoice which has not been either printed or emailed. Once an invoice has been either printed or emailed to the customer, the invoice is considered to have been “sent”.

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Invoices are now searchable

2 minute read time · Updated August 26, 2025 · First published August 26, 2025

The “Search” toolbar icon in MIDAS can be used to quickly locate clients and bookings, or search the included help documentation.

For MIDAS v4.40 we’ve further extended the search function to now also allow searching for invoices in your booking system.

Search in invoices
Search in invoices

When searching for invoices, MIDAS will match your entered search term against invoice numbers, clients, organizations, and invoice items. Invoice items include both your rooms (venues / bookable spaces) and resources.

So if you need to quickly locate an invoice containing a specific item, or all invoices for a particular bookable space – you now can!

The addition of a powerful new invoice search function compliments the existing features will allow you to quickly locate individual invoices….

Quickly locate an invoice

Quickly jump to recent invoices
Quickly jump to recent invoices

The main invoicing screen is accessed via the Invoicing toolbar icon.

This screen displays the most recently created invoices, finalized invoices, overdue invoices, and credit notes in your booking system. Clicking any of these will display the corresponding invoice or credit note.

Additionally, if you know the invoice number you wish to view, you can enter it in the “Jump to invoice” field and hit go, and MIDAS will instantly display the full invoice.

But that’s not all you can do from the toolbar at the top of the invoicing screen…

Filtering invoices

MIDAS allows you to filter the list of invoices by both their status and the client they are for.

Invoicing Toolbar

For instance, you can quickly see all invoices which have been paid in the past week, or all those where payment is still outstanding after a month.

The combination of the ability to “filter” invoices, quickly “jump” to invoices, and now also “search” invoices means that it’s now easier than ever to rapidly locate invoices in your MIDAS booking system.

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Change the order items appear on invoices

3 minute read time · Updated April 10, 2025 · First published April 10, 2025

MIDAS booking software includes powerful invoicing features. These extensive capabilities mean that you won’t need a separate accounting package to handle the finances in relation to the hire and use of your facilities. (Of course, we do also support exporting invoices from MIDAS into 3rd party accounting packages too!)

With just a couple of clicks, MIDAS can generate an invoice for a booking, or indeed a series of bookings. You can also manually create new invoices at any time.

Once an invoice has been generated or created it can then be printed or emailed to your customer from within the system.

Before an invoice is finalized (before it is printed or emailed), its contents may be freely edited.

This allows you to add or remove items on the invoice or update quantities or charges.

However, until now, there’s not been an easy way to ‘move’ items up or down on invoices to change the order in which they appear.

Why might you want to reorder items on an invoice?

If you’re retrospectively generating an invoice for all a customer’s bookings over a period of time, MIDAS will include these bookings on the invoice in chronological order.

If the client has booked multiple rooms on a number of different dates, you may prefer bookings for the same room to appear consecutively together on the invoice.

Alternatively, if you use the “Merge Invoice” tool in MIDAS to combine two or more invoices for the same client, MIDAS will simply append each invoice’s items onto the end of the first invoice. This may result in items listed on the invoice not being in a logical order.

Introducing the ability to change the order of items on invoices

Starting with MIDAS v4.39, we’ve introduced the ability for you to move items up or down on invoices prior to them being finalized.

Modifying an invoice in MIDAS v4.39
Modifying an invoice in MIDAS v4.39

On the create/modify invoice screen, to the left of each invoice item you’ll now see both a small up and down arrow.

Moving items up and down on invoices
Moving items up and down on invoices

Clicking the up arrow alongside an invoice item will move that item above the previous invoice item.

Likewise, clicking the down arrow will move that invoice item below the following item.

Clicking the “Save Invoice” button will then save the changes you’ve made to the order of invoice items, along with any other changes you’ve made to the invoice.

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A couple of invoicing improvements for v4.37

2 minute read time · Updated August 8, 2024 · First published August 8, 2024

We often make improvements to the already extensive invoicing capabilities of our room booking software. This is to accommodate a diverse range of invoicing scenarios and usage cases that our customers tell us about.

For MIDAS v4.37, we’ve made a couple of improvements based on customer feedback.

Manual quotation payments for tentative bookings can now update the booking’s type

“Tentative” bookings were first introduced in MIDAS v4.14 in 2016. Bookings of this type are automatically removed from the system if they’ve not ‘confirmed’ within a specified time frame or by a certain date/time.

In 2023, we also introduced a “quotation” feature. Used in conjunction with tentative bookings, you could generate quotations for clients when making tentative bookings for them.

If the client accepts and pays their quotation online, their ‘tentative’ bookings automatically convert to regular ‘confirmed’ bookings.

Of course, there may be instances when a client wishes to accept a quotation but pays ‘offline’ – perhaps over the phone or in person.

MIDAS can deal with ‘offline’ payments by allowing administrators to manually update quotations or invoices to reflect that a payment has been made against them.

Starting with MIDAS v4.37, if ‘manual’ payment is made for a quotation for a tentative booking, this can now update the associated bookings and make them ‘confirmed’.

Previously, this functionality was only available when an ‘online’ payment was made for a quotation.

Updating an invoice’s internal notes is now recorded in the Recent Activity Log

We appreciate that keeping an accurate audit trail is essential. The ‘Recent Activity Log’ in our software logs all user actions with date and time stamps. This useful log (which can also be downloaded) allows administrators to monitor how their booking system is being used.

Whenever an invoice’s status is updated, these actions are recorded to the audit log.

Each invoice can also have ‘internal notes‘ added to them. These notes are not visible to the recipient of the invoice, but are visible to administrators when viewing an invoice.

Until now, the action of updating internal notes for an invoice was not recorded to the ‘Recent Activity Log’ itself.

We’ve addressed this for v4.37. Whenever an administrator makes or updates the internal notes for an invoice, quotation, or credit note, this activity is noted in the recent activity log.

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