Overview

Guest-facing invoices and receipts can be configured for each property, including issuer information, tax details, and payment information.

The configured information will be automatically reflected on the invoices and receipts displayed to guests.

You can also configure the display of the registration number required under Japan’s qualified invoice system from this screen.

What you will learn in this article:

How to access the settings
How to configure issuer information (property name, address, invoice registration number, etc.)
How to configure tax display settings
How to configure payment information (bank transfer details, payment due date, etc.)

This feature requires a subscription to the AirHost ONE HMS (Pro Plan).

Details

Customer Invoice / Receipt – Detailed Settings

In the Admin Console > Property List > select the relevant property > Settings > Guest Invoice / Receipt, you can configure the information displayed on customer invoices and receipts for each property.

This includes settings such as issuer information, tax-related settings, and payment information.

Issuer Info

You can configure the information printed on receipts issued to guests, such as the property name, logo, phone number, and invoice system registration number.

In Admin Console > Property List > select the relevant property > Settings > Guest Invoice / Receipt > Issuer Information [∨] > [Configure Custom Fields], configure each item, then click [Save]

Issuer Header	Logo / Name Settings Logo: Property logo / Company logo / No display Name: Property name / Company name By default, the property (facility) logo and name are applied.
Predefined fields	Configure fields such as Phone / Email / Address You can choose between property information or company information By default, property information is applied
You can also add customise fields	You can also add custom fields. For example, you can include items such as invoice registration number (T-number) or other issuer company information to be displayed on the invoice.

How the Information Is Reflected on Invoices and Receipts

The issuer information will be displayed on invoices and receipts according to each configured setting area.

Configure Tax Settings

To correctly print tax information on invoices and receipts, taxes must be properly configured and applied to reservation data.

Based on correct tax configuration, please refer to the following steps for setting how taxes are displayed on invoices and receipts.

To comply with the invoice system, it is recommended to select “[Tax Settings] Adding and Configuring Taxes” as the display method.

In Admin Console > Property List > select the relevant property > Settings > Guest Invoice / Receipt > Tax Summary [∨] > Edit [✎], select [Inclusive/Exclusive Tax], then choose the display method under [Tax Display Method], and click [Save].

How to display taxes

Display method	Content	Display example
Amounts separated by tax rate	Amounts are categorized based on the tax rates set in [Tax Settings]. Related: Tax Settings
Amounts separated by tax name (only apply to invoice)	Amounts are categorized by each tax type defined in [Tax Settings]. Related: Tax Settings
Total tax amount (only apply to invoice)	Displays the total amount of all taxes combined.

💡 For compliance with Japan’s qualified invoice system, we recommend selecting “Amounts Classified by Tax Rate.”

Configure Invoice Payment Info

Configure the display of payment due dates and payment-related information.

In Admin Console > Property List > select the relevant property > Settings > Guest Invoice / Receipt > Invoice Payment Info [∨] > Edit [✎], turn on each item, enter the required details, then click [Save].

Available Settings

■ Payment Info

Enter information such as bank account details or payment instructions.

■ Payment Due Date

You can set the payment due date to between 7 and 30 days after the invoice date.

How the Information Is Displayed on the Invoice

The configured payment information and payment due date will be displayed on the invoice.

Display payment due

When enabled, the option [Set payment due date to × days after the invoice date] will be displayed.
Select a period between 7 and 30 days.
Once configured, the payment due date will be displayed in the upper-left corner of the invoice, below the issue date.

Invoice and Receipt Display Languages

You can change the display language of invoices and receipts by selecting a language from the language selection box in the upper-left corner of the invoice or receipt screen.

The following languages are available:

Japanese
English
Chinese (Traditional / Simplified)
Korean

The language of the line items on invoices and receipts is determined by the invoice language set for the property at the time the reservation was created.

The selected language will be applied to the invoices and receipts for newly created reservations.

💡 Settings: Property Details → Basic Info→ [Language]

Therefore, even if you change the display language setting later, the line-item language for existing reservations will not be updated.

If you want to change the language of the line items, you will need to cancel the existing reservation and create a new reservation.

Additional Notes

Settings are managed per property.
Changes will be reflected on the invoices and receipts for the applicable property.

How to view and print invoices/receipts

Invoices and receipts issued to guests can be viewed and printed from the booking details page.

Go to: Dashboard > Guest Details Page (Booking Details) > Outstanding Balance [Transaction Details] and click [Transaction Details].

2. Click [Invoice/Receipt]

3. You will be redirected to the [Invoice / Receipt] page.

By sharing the URL of the opened web page with the guest, the guest will be able to view the same [Invoice / Receipt] page online.

Click the [Print] button to print the invoice or receipt using a printer connected to your device.

For printing instructions, please refer to the video below:

After check-out, you can also view and issue a receipt from the [Receipt] menu, which can be accessed by clicking Reservation Details → Room Info → […] [More].

Display explanation

If there are outstanding payments: 　The "Invoice" will be displayed.	If payment has been completed: 　The receipt will be displayed.

When “Print Summary” is selected: The breakdown of the details will be hidden.	When “Print Details” is selected: The breakdown of the details will be displayed.

Receipt issued before check-out:. The payment section is included in the itemized details.	Receipt issued after checkout: The payment section is not included in the itemized details.

Send Guest Invoices / Receipts

Invoices and receipts can be automatically sent to all guests via automated messages, or individually sent upon request.

How to Send Invoices / Receipts to All Guests via Automated Messages

Go to: [AutoMessages (Common)] > [Post Check-out Message] > [Edit] and click [Edit].

Insert [Booking Info] > [Invoice URL] to send the receipt to guests checking out on the same day.

How to send invoices or receipts individually

1. Go to: Dashboard > Guest Details Page (Booking Details) > Balance [Transaction], then click [Transaction Details].

2. Click [•••] > [Send Email]

3. The email address of the recipient will be displayed. Click [Send] to send the email.

For OTA that provide guest email address information, the email address will be automatically populated in the [Recipient Email Address] field.

For OTAs that provide virtual email addresses, emails cannot be sent to the virtual email address. The [Recipient Email Address] field will be displayed as blank, so you need to manually enter the email address before sending.
You can check the sending history from Order Information > Room Info > [...] More Option > Log.

Sample email sent:	Sample receipt:

For issuing invoices to corporate customers, please refer to the page below:
Corporate Contract Management: Setup & Management

【Receipts & Invoices】How to Configure, Review, and Send Guest Receipts and Invoices