Posts Tagged: invoicing

A couple of invoicing improvements for v4.37

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.


Generate Quotations For Prospective Bookings

MIDAS v4.35 introduces support for generating “Quotations” for prospective bookings.

Generate quotations when making tentative bookings
Generate quotations when making tentative bookings

Used in conjunction with the “Tentative Bookings” feature, you can generate quotations for clients when making tentative bookings for them.

Should the client accept and pay the quotation online, their “tentative” booking(s) automatically convert to regular “confirmed” bookings.

A number of configurable options are available with the new Quotations feature, including:

Automatically Update Booking Type

When a quotation is accepted and paid online, MIDAS can automatically update the corresponding booking’s “type” to be any confirmed booking type you’ve already defined.

Choose whether bookings become confirmed if their quotations are partially or fully paid

You can control when a “tentative” booking automatically converts to a “confirmed” booking based on how its associated quotation is paid.

Automatically change a booking's type when a quotation payments are received
Automatically change a booking’s type when a quotation payments are received

MIDAS can either “confirm” a tentative booking on just a partially paid quotation, or only confirm the booking once its quotation has been paid in full.

New Quotation Template

Templates” in MIDAS allow an administrator to customize a range emails, invoices, and more.

There’s already separate templates available for regular, deposit, and cancellation invoices, as well as receipts and credit notes.

v4.35 adds a further template now for your Quotations.

New customizable Quotation template
New customizable Quotation template

The default quotation template is very similar to the default regular invoice template, but introduces some new “placeholder” template variables too.

An example of a new placeholder variable available for the quotation template is “%QUOTEEXPIRES%”.

This special variable is substituted (at time the quotation is printed or emailed) with the date and time that the quotation expires.

By default, a quotation expires when its corresponding tentative booking(s) would expire in MIDAS.

However, there’s a further option available….

Variable quotation terms

As mentioned above, quotations by default are only valid up until the expiration time of their corresponding tentative booking(s).

So as an example, let’s say a tentative booking is made to commence at 9am on a Monday. The tentative booking settings are set to expire the booking if it’s not confirmed at least 2 hours before it is due to commence.

If the tentative booking hasn’t been confirmed by 7am on the Monday, the booking will automatically expire and be removed from the system.

In essence, a quotation generated for the above booking would remain valid until 7am on the day of the booking.

After this time, the quotation (and tentative booking) will have expired.

Now one of the new quotation options allows MIDAS to convert a tentative booking to a confirmed booking is only a partial payment has been made against the quotation.

In such instances, we’ve included an option to allow you to update the quotation’s terms to be the same as your standard invoice terms (i.e. for example 30 days).

Change a quotation's terms upon partial payment
Change a quotation’s terms upon partial payment

This means that as long as a client pays something towards the quotation, they will then have longer to pay the remaining balance, just as if they were paying a regular invoice.


Other invoicing improvements in MIDAS v4.32

In our previous post we announced that you can now generate and send PDF versions of invoices to clients from MIDAS.

That’s not the only invoicing improvement that we’re introducing with our v4.32 update. Here’s what else we’ve added…

New Bulk “Remove Unsent Invoices” tool

By default, when new invoices are created or automatically generated in MIDAS, they initially remain “unsent”. This allows you to make any changes until you’re ready to send them to your clients.

That said, you can of course configure MIDAS to automatically send unsent invoices each day.

Now, MIDAS naturally retains invoices indefinitely in the system. Most organizations won’t need to keep old invoices for more than a handful of years.

So earlier this year, we introduced a new “Remove Obsolete Invoices” housekeeping tool in MIDAS. This allowed an administrator to remove old invoices in bulk.

As the “Remove Obsolete Invoices” tool only affects paid invoices, we’ve added a further tool to MIDAS v4.32. The new “Remove Unsent Invoices” tool allows an administrator to quickly remove all “draft” (unsent) invoices with just a couple of clicks.

Retain references to removed obsolete invoices with bookings

As we’ve mentioned, MIDAS already includes an administrative tool to remove obsolete invoices from the system. When this happens, any bookings that were originally used to generate a now obsolete invoice will no longer indicate that they are associated with that invoice.

For v4.32 we’ve included the option to leave references to removed invoices with booking when obsolete invoices are removed.

Retain clients with invoices when removing obsolete clients

Whilst we’re on the subject of “house keeping”, another database tool included with MIDAS is the “Remove Obsolete Clients” tool. This allows an administrator to remove clients from the database who haven’t had any bookings in a long time.

For such clients who may still have invoices in the system, this meant that those invoices became clientless when the client was removed.

We’ve now included the option to “Retain clients with invoices” when removing obsolete clients.

For any obsolete clients who still have invoices in the system won’t be removed – both the client and their invoice will be retained.

Options to include more information with resources on invoices

When MIDAS generates invoices for your room hires, the description of each room on the invoice includes the room’s name, as well as the date and times of hire.

However, for resource items, the invoice description for each item only includes the invoice name.

So for v4.32, we’ve provided options to control how resource items appear on generated invoices.

You can choose to have the resource’s name only, or the resource’s name and the venue (room) it’s been assigned to, or the resource’s name with the dates/time it has been book for – or a combination of the above.

Set default email subject when sending invoices, credit notes, and receipts

The “Templates” feature allows you to customize a range of template within your MIDAS system. For instance, you can customize how your printouts look, or how emails look, and so forth.

For v4.32, we’ve allowed the setting of a “default” email subject line for when invoices, credit notes, and receipts are emailed via MIDAS.

This means that when a user composes an email to a client in MIDAS when sending an invoice, credit note, or receipt, the subject line can be pre populated (rather than empty).

The user will still be able to change the subject line on a per email basis, but these new “default” subject line settings will mean that you can set an initial subject line for such emails.


Send invoices as PDF attachments

We first introduced invoicing capabilities to our MIDAS room booking software way back in 2009.

Since then, it’s fair to say that invoicing has been the area that we receive the most suggestions from our customers for new features and capabilities.

That’s why over the years we’ve been constantly expanding and improving the invoicing capabilities in MIDAS.

In the past 12 months alone, we’ve allowed customers to set even more flexible venue rates. We’ve also added Zoho Invoice to the growing list of 3rd party platforms you can export MIDAS invoices to. Additionally, we also added a couple of handy invoice tools too.

Now, the ability to be able to directly email an invoice to a client from within MIDAS is something that’s not new. In fact, it’s been available in our software ever since invoicing was first introduced.

This feature allowed a user to send an email to a client, with a copy of their invoice included in the body of the email.

For many of our customers this has worked well for many years, and continues to do so.

However, as the web continues to evolve, sadly many email clients haven’t kept up with more modern formatting and layout standards. This prompted us to recently introduce an new “Email Compatibility” setting. This setting helps ensure that invoices sent via email to your customers display correctly in the body of the email when it’s viewed.

Whilst this means that everyone can view a correctly formatted invoice contained within an email sent from a MIDAS system, we know that some customers would still prefer to send an invoice as a PDF file to their clients.

Until now, in order to send an invoice from a MIDAS system to a client in PDF format, a user would need to “save” the invoice to a PDF file. This file would then need to be attached and sent via an external email program.

Let’s be honest, this isn’t ideal! It would be far simpler if you could send PDF versions of invoices to clients directly from within MIDAS.

Generate PDF Invoices

That’s why starting from MIDAS v4.32, you’ll now have the option to be able to send invoices to your clients as PDF attachments, rather than “inline”.

Send PDF versions of invoices as email attachments
Send PDF versions of invoices as email attachments

To enable this option, cloud hosted customers can go to MIDAS Admin Options → Manage MIDAS → Email → Advanced. On this screen, tick the “Send invoices as PDF attachments” option and save changes.

For self-hosted customers, you’ll need to be running at least MIDAS v4.32. In order to enable this functionality, there’s also a couple of additional prerequisets you’ll need to install on your server first.

We’re also providing you with controls over the page size and orientation of generated PDFs. You can also control page margins too.