Automating Invoices for Non-Member Reservations Created by Staff

Non-member Reservations

With Deskworks, non-members can reserve space and pay at the time of booking directly through your website (learn more about that process here). 

However, there are times when staff may need to make a reservation on a non-member's behalf—such as during a phone inquiry, a walk-in, or a special arrangement. In these cases, staff can create the reservation and generate an invoice with a single click!

→ Click here for a quick video walkthrough! 

Note: The "Create invoice" option is only available when making a reservation for a non-member in the Admin Portal. Member reservations are "swept" (i.e. added) to their next invoice automatically. 

How to Create an Invoice for a Non-member Reservation

1. Select the Non-member you want to make the reservation for.
2. Navigate to RESERVATIONS > MAKE A NEW RESERVATION, and enter reservation details. 
3. Tick the box for "Create invoice".
4. Click MAKE RESERVATION when you are ready.

5. On the next screen, click CONFIRM.

Finalize and Send the Invoice

After clicking CONFIRM, two things happen automatically:

1. A new reservation will be created (confirmation will be sent via email). 
2. A new invoice will be generated with the reservation charge(s). 

You’ll be taken directly to the invoice screen to review. From here you can:

• Add additional charges, discounts, security deposits, etc. 
• Add a payment (if a card or account is already on file). 
• Send the invoice to the customer for review. 

To send the invoice, scroll to the bottom of the screen and click SEND INVOICE:

You'll see a message that the invoice was successfully sent:

That's it!

Important Notes

1. The SEND INVOICE button uses your Bulk Charges email template, so make sure it’s general enough for both workflows. Want a template example? Just ask—we’re happy to send one.
2. Invoices for non-members won’t be processed automatically—they’ll stay in Post Payments or Charges until you take action.
3. The "Create invoice" option is only available when making a reservation for a non-member in the Admin Portal. Member reservations are "swept" (i.e. added) to their next invoice automatically.