Rechnungen (Invoices)

The Rechnungen (Invoices) page is the central list of every invoice your campsite has issued — invoices generated from a booking final settlement (Endabrechnung), invoices from the till (Kasse), and standalone customer invoices. From here you filter by status, download a PDF with the Swiss QR-Bill payment slip attached, send the invoice by email, and change an invoice’s status as it gets paid or cancelled. The list is read-only for staff; only tenant-admins can change status, send emails, or trigger an email reminder.

How to find it

In the sidebar, open the Finanzen (Finance) section. Rechnungen (Invoices) is the first entry. The shortcut path is /rechnungen. The entry only appears if your tenant has the invoices feature flag turned on; if you do not see it, ask your tenant-admin to enable it from Settings.

What’s on the page

• Page title — Rechnungen (or Invoices if you have switched the admin to English).
• Status tabs at the top of the page. Each tab acts as a filter and rewires the list below it:
  • Alle (All) — every invoice, regardless of status. This is the default tab when you arrive on the page.
  • Offen (Open) — invoices that are unpaid or only partially paid.
  • Erledigt (Done) — invoices marked as paid.
  • Storniert (Cancelled) — invoices that have been cancelled. They remain visible (greyed out) so the audit trail is preserved.
  • Abholung (Pickup) — invoices waiting for the guest to pick them up at reception, where this workflow applies.
• Summary chips — one chip per tab showing the count of invoices in that status and the running total amount in CHF. Cancelled invoices are excluded from the totals shown on the Alle chip.
• Invoice list table with one row per invoice:
  • Invoice number — bold, monospace. Numbers may carry a tenant-specific prefix such as INV-2024-00001.
  • Related link — points back to the source of the invoice. Depending on origin this is the booking reference, the POS transaction ID, or the customer name.
  • Date — the invoice issue date.
  • Total amount in CHF.
  • Status badge — colour-coded (open, done, cancelled, pickup).
  • Action buttons at the end of the row:
    • Download PDF — downloads the invoice PDF, including the Swiss QR-Bill payment slip when the invoice is unpaid.
    • Send by email — sends the PDF to the guest’s email on file.
    • Status dropdown — change the status of the invoice (for example from Open to Done once the bank transfer has cleared).
    • Print — opens the browser print dialog with the PDF preloaded.
• Pagination — the list is paged at 50 rows per page; use the controls under the table to step through.

If you click the related-record link on a row, you jump to the source booking, the till transaction, or the guest profile — wherever this invoice was generated.

Common workflows

Find an open invoice and chase the payment

1. Open Finanzen → Rechnungen.
2. Click the Offen tab. The list shows only unpaid or partially paid invoices.
3. Use the page-level search if you know the invoice number or guest name.
4. To send a polite reminder, use the Berichte (Reports) page or the guest profile — the Send Reminder action lives on the guest detail and on the dashboard’s Invoice aging panel, not on this list.
5. To resend the original invoice and QR-Bill instead, click Send by email on the row. A green toast confirms the message was queued; a red toast appears if the guest has no email address on file.

Mark an invoice as paid

1. From the Offen tab, find the invoice that has just been paid.
2. Click the Status dropdown on the row and pick Erledigt (Done).
3. The status badge updates immediately (optimistic update); the invoice now also appears under the Erledigt tab and is removed from the Open total chip.
4. If the change is rejected by the backend (for example because the status transition is not allowed), a red toast appears and the badge reverts.

Send an invoice by email

1. Locate the invoice on the list. Use the Alle tab if you are not sure of its current status.
2. Click the Send by email button. CampOne attaches the latest PDF — including the QR-Bill if the invoice is still open — and sends it to the guest’s email.
3. A green toast confirms success. If the guest’s profile has no email address, the send fails with a red toast; open the guest profile and add an email before retrying.

Download or reprint a Swiss QR-Bill

1. On any open invoice row, click Download PDF or Print.
2. The downloaded file contains the invoice itself plus the Swiss QR-Bill payment slip on the last page. The QR code carries your IBAN or QR-IBAN, the structured creditor reference, the amount, and the guest’s address — everything a Swiss bank app needs to settle the bill in one scan.
3. Hand the printed sheet to the guest at checkout, or attach the PDF to a manual email.

Cancel an invoice (Storno)

1. Find the invoice on the list and confirm it is the right one — cancellation is an audit-relevant action.
2. Use the Status dropdown to move the invoice to Storniert (Cancelled).
3. The row turns greyed out and shifts under the Storniert tab. It is not deleted; the original invoice number remains reserved so the numbering sequence stays gapless.

Issue a credit note (Gutschrift)

A Gutschrift (credit note) is created from the originating booking or POS transaction, not from this list. To issue one:

1. Click the related-record link on the invoice row to open the booking or transaction.
2. From the booking detail or final-settlement view, trigger the credit-note action there. The new credit note then appears on this page as its own row, with a negative total.

The Rechnungen list itself does not create new invoices — it manages invoices that already exist.

Tips and gotchas

• Invoice numbers are gapless and sequential by Swiss accounting practice. Cancelled invoices keep their number and stay on the list as a greyed-out row; this is intentional and required for the audit trail.
• The status dropdown may refuse some transitions. For example, a paid invoice usually cannot be moved back to Open without a credit note. If a transition is blocked, a red toast tells you why.
• Email send fails silently if the guest has no email. Check the guest profile if you do not see the green confirmation toast.
• The PDF is generated server-side with your tenant’s logo, address, and VAT number. If the layout looks wrong, the fix is in Einstellungen → Branding and the tenant profile, not here.
• Swiss QR-Bill specifics — the QR-Bill section of the PDF embeds your IBAN or QR-IBAN, the structured creditor reference (SCOR or QRR), the amount, and the debtor address. CampOne fills these from your tenant settings; verify them once during onboarding and again whenever your bank account changes. For background on QR-Bill fields and reference codes see Swiss QR-Bill.
• VAT rates on each line item come from the product catalogue and the booking configuration. The Rechnungen page itself does not let you edit VAT — fix the line item on the source booking or the POS product, then reissue.
• Cancelled invoices are excluded from the Alle total amount chip. They are still part of your reporting and accounting export under Berichte.
• Staff role is read-only here. If you are signed in as staff, the Send by email, Status, and credit-note actions are hidden — ask a tenant-admin to perform them.
• The list refreshes automatically about every half minute and after any status change. If you have a banking import running in another tab, switch back to this tab to see freshly cleared invoices flip to Erledigt.

Related pages

• Common patterns — how tabs, search, pagination, and toasts behave across the admin.
• Sidebar tour — where the Finanzen section sits in the sidebar.
• Billing & Payments overview — the module-level explanation of QR-Bill, TWINT, and tourist-tax settlement.
• Swiss QR-Bill — IBAN / QR-IBAN configuration, reference codes, and reconciliation of incoming payments.
• TWINT — taking TWINT payments at reception and via the guest portal.
• Tourist tax — municipality settlement that depends on Kurtaxe being configured on the Gebühren page.