Information on Proforma Tax Invoices generated in RMS.

Overview

RMS can generate both Proforma Tax Invoices and Tax Invoices, but they serve different purposes within the billing process.

A Proforma Tax Invoice is a non-binding, itemised document that outlines the estimated cost of goods or services that have not yet been delivered.
It is commonly used for quoting or requesting pre-payment - particularly from Companies or Travel Agents - prior to a guest’s stay. This document helps provide clarity on expected charges but does not represent an official sale or completed transaction.
The Proforma Invoice will display projected Rates, Repeat Charges, and any additional Requirements.

The recipient details shown on the Proforma Tax Invoice are taken from the 'Invoice To' selection on the Reservation Account, displayed under 'Invoice To' on the default layout (previously 'Billed To'). The Invoice To defaults to the same entity as the Bill To and can be set to a different entity on the account, such as the Guest, a Company or a Travel Agent. A Proforma Tax Invoice reflects the Invoice To selection on the account at the time the Proforma Tax Invoice is generated. For more information on the Bill To and Invoice To options, see Statements, Tax Invoices, Receipts & Refunds.

A Tax Invoice is a legally binding, itemised document that details goods or services that have already been provided.
It is used for actual billing and is required for accounting, auditing, and tax purposes. This type of invoice reflects a completed transaction and may be used for payment reconciliation or record keeping.

Understanding when to use each type of invoice ensures accurate communication, billing, and compliance within your property's financial operations.

Please Note! Proforma Tax Invoices are generated with an invoice number of '0', indicating that they are not final billing documents. Charge Redirection details will not be displayed on the Proforma Tax Invoice.

Tip! A Proforma Tax Invoice template is part of the base RMS subscription. The layout automatically displays your Property logo and complies with any applicable local government tax requirements. Custom invoices can be developed as per Property specifications, at an additional cost.

Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

Guide

Open the Account in RMS.

1. Review the 'Bill To' and 'Invoice To' selections. The Bill To determines the party responsible for payment of the account, and the Invoice To determines the recipient details shown on the Tax Invoice.
2. Select Invoice.
3. Select Proforma Invoice.
   
    
4. Select the Print Options.
   Select Use Date Range and enter the dates (Optional).

5. Select the tick icon to generate the Proforma Tax Invoice.