How Hotel MICE Software Can Simplify Your Venue Invoicing

Offer Instant Payment Options 

Getting invoices paid on time (or better yet, before the due date) doesn't have to be painful - especially when you make it easy for clients to pay.

With hotel MICE software, you can link your invoices and booking engine with an online payment gateway. This gateway provides a secure and PCI-compliant connection between the invoices you generate from iVvy and your bank account.

Integrating your invoices with an online payment gateway through hotel MICE software, enables you to automate the payment process. When customers make payments for venue bookings, the system can automatically update invoice statuses, mark them as paid, and send payment receipts. This automation reduces the need for manual intervention and speeds up the payment cycle.

‘Pay Now’ Button on Invoices

Encouraging your clients to make prompt payments is always a good practice. With hotel MICE software like iVvy, you can add a 'pay now' button to all of your venue invoices, making it easy for your clients to pay their dues quickly and conveniently, in a way that best suits the,.

The 'pay now' button not only simplifies the payment process but also enhances clients' convenience, improves cash flow, reduces errors, and provides several operational and financial benefits to your venue. If you want to optimise your invoicing and payment collection process, the 'pay now' button offered by hotel MICE software is an incredibly valuable tool.

Include Offline Payment Options

Not all customers have access to or feel comfortable using online payment methods. Some also prefer to use offline payment methods for high-value transactions as they believe it provides greater security. By offering offline payment options, you can cater to a diverse customer base, ensuring that everyone can pay according to their preferred method. 

With iVvy hotel MICE software, you have the option to display offline payment options on invoices, such as direct deposit details, BPAY, Cheque/Check, Credit Card, and Afterpay. Once you add these details to your venue's setup, they appear at the bottom of every generated invoice. Additionally, you can have multiple offline gateways that apply specifically to bookings for accommodation only, event-only, or a combination of both.

Setting Invoice Payment Fees

This feature of iVvy hotel MICE software allows you to calculate and include any credit card or payment gateway processing fees associated with deposit payments directly on a venue invoice. By setting up the credit card fees against specific credit card providers, you can ensure these charges are accurately reflected in the total amount due.

Whether you prefer to manually update these fees in the system or have them automatically applied at the point of payment for payment gateways, this function ensures transparent and accurate invoicing for both your venue and your clients.

Automated Invoice Reminders

Managing invoices in your venue can be a complex and ongoing process that requires careful attention. It’s crucial to have a system in place that ensures all invoices are being created, followed up, and received promptly. iVvy venue management software offers a solution to this problem. 

By setting up automated tasks and assigning them to the relevant users, invoices can be managed seamlessly. Additionally, rules can be configured to generate these tasks a specific number of days before an invoice is due. This way, you can keep your venue's finances on track and avoid any potential oversights.

Credit Notes

Credit notes are a helpful feature available in iVvy venue management software, which can be enabled upon request. They can assist your venue in maintaining accurate financial records, offer transparency in transactions, and enhance customer satisfaction. Credit notes are useful in managing refunds, credits, and other financial situations that may arise throughout venue operations. In addition to this, credit notes are often used to comply with accounting and tax regulations, and prevent disputes or misunderstandings with clients.

There are two options for using the credit notes feature in iVvy;

Using Credit Notes to track removed revenue (after payment) - This option helps you keep a record of revenue that has been deducted from a booking after the client has already paid their invoice. It's like noting down the amount that needs to be refunded or credited back to the client's account.

Using Credit Notes to apply a credit (for a future booking) - With this option, you can apply a credit to a customer's account, which they can use as a discount or payment for a future booking. It's like giving them a virtual voucher they can redeem when they make another reservation.

Displaying Service Fees

When using iVvy, you have the option to customise how you want your service fees to be displayed on invoices and estimated budget outlines. You can either choose to display each service fee separately or as a summarised total at the bottom. 

If you want to display each service fee separately, a detailed breakdown will be shown, while if you choose to summarise the fees, a total amount will be displayed for all service fees. This gives you the flexibility to choose how you want your service fees to be displayed on your invoices and estimated budget outlines.