Concierge Invoicing
Concierge invoicing turns confirmed services into an invoice the guest pays in the guest portal. When you confirm a sailing tour, a private chef dinner, or an airport transfer that Argonautas collects payment for, it's added to the booking's draft invoice automatically. When you're ready, you send the invoice, and the guest pays it in the same portal as the rest of their booking.
How Invoices Are Built
Each booking has its own concierge invoices. As you confirm services, each one that Argonautas collects payment for becomes a line on the booking's draft invoice. Services the guest pays the provider for directly, and services included in the stay, are left off because the guest isn't paying you for them.
While the invoice is a draft, more lines are added as you confirm more services. The guest can't pay it yet. This lets you build one complete bill over a planning week and send it once, instead of sending the guest a new invoice every time you confirm something.
Which Services Are Invoiced
When you confirm a service, How we get paid decides whether it's invoiced:
| How we get paid | Invoiced? | What the card shows |
|---|---|---|
| Guest pays the provider; provider pays us our commission | No | Guest pays provider |
| Guest pays us in full; we pay the provider | Yes, the full price | Pay on invoice |
| Guest pays us our commission; pays the provider the rest | Yes, the deposit only | Deposit required |
| Included in the stay (no separate charge) | No | Included in stay |
Check the choice before you confirm. The invoice line is created at confirmation and follows the option you chose.
Sending an Invoice
- Open the booking's portfolio.
- In the guest panel, find Concierge Payments. It appears once at least one service is confirmed for Argonautas to collect.
- Click Send Invoice.
The draft invoice becomes payable, and the guest is notified: by email through your Invoice Sent lifecycle template, and by WhatsApp or SMS. The message links to the payments page in their portal. The button then reads Invoice Sent.
If there's no draft invoice to send, for example because everything confirmed has already been invoiced, sending fails with an error below the button.
What the Guest Sees
On the payments page of the guest portal, a Concierge Services section lists the invoiced services with their amounts and a subtotal. When the guest has more than one open invoice, they can Pay All in one checkout or Pay Individually. See Batch Checkout.
In the guest's list of services, each invoiced service shows Payment Pending until it's paid, then Paid. Services the guest pays the provider for show Pay Provider, and services included in the stay show Included in Stay.
Adding Services After an Invoice Is Sent
You can keep confirming services after you send an invoice. New invoiced services start a fresh draft on the same booking. Click Send Invoice again to bill them. The guest sees both invoices and can pay them separately or together.
A sent invoice gets no new lines, so what you billed and when stays clear. The only change is that a service you cancel before it's paid drops off.
Handling Cancellations and Refunds
If a service is cancelled before the guest pays, its line is removed from the bill.
If the guest has already paid, or a payment is in progress, the charges stay on the guest's bill and an admin is alerted to check for a refund. Cancelling never refunds the guest automatically. Issue the refund through your payment provider's normal refund process.
When a booking is cancelled, its portfolio and all its services are cancelled with it.
Common Questions
Can I edit a sent invoice? No. To bill more, confirm new services and send another invoice. To remove a charge, cancel the service, and refund the guest if they already paid.
Can I invoice a service that isn't confirmed? No. Only confirmed services that Argonautas collects payment for are invoiced, so the guest is never billed for something that isn't booked.
Why does the deposit option only invoice the deposit? Because the provider collects the balance at the time of service. The deposit is your commission, and it's all Argonautas collects.
Can guests dispute a single line? Guests pay invoices, not lines. If a guest disputes one service, sort it out directly (refund or replace the service) and tell the guest.
Related
- Trip Services: confirming services and choosing how you get paid.
- Batch Checkout: how guests pay several concierge invoices at once.
- Commissions: how provider commissions are recorded.
- Lifecycle Templates: the Invoice Sent message.