Overview
This guide explains how to automatically generate a Confirmed Booking Invoice document and attach it to a confirmation email. It mirrors the Sales Quote setup, but targets the Confirmed booking flow and produces an Invoice (not a quote).
Who should use this? Super Admins or Admins with access to Files, Messaging Templates, and Automations.
What you get: When a confirmed booking is created, the system generates an invoice file (e.g., PDF) and immediately emails it to the booker with the invoice attached.
Prerequisites
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Access to: Files, Messaging Templates, and Automations.
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A branded Invoice template file ready (DOCX or as supported).
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Confirmed booking flow configured (e.g., via PO or paid checkout as per your business rules).
What You Will Configure
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Upload and register the Invoice document template.
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Create or edit the Booking Confirmation Email (with Invoice attached) template.
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Automation 1: Generate the invoice document when a backoffice booking is created
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Automation 2: Generate the invoice document when a website booking is created
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Automation 3: Email the generated invoice to the booker and attach the file.
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Step 1 — Upload the Invoice Template
1.1 Add Template to Files
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Go to Files (File Manager).
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Create or open the directory named
invoice -
Click Upload and add your invoice template (e.g.,
invoice_template.docx). -
Note the exact template name for selection in Automation 1.
Best practice: Maintain one approved invoice template per brand. Archive superseded versions to avoid selection errors.
Step 2 — Create or Edit the Messaging Template
2.1 Booking Confirmation Email (with Invoice attached)
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Navigate to Messaging Templates.
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Create a new template (or edit an existing one) titled: Booking Confirmation — Invoice Attached.
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Subject suggestion: Your Booking Confirmation for {{course_name}} — Invoice {{invoice_number}}
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Greeting to the booker @leadbookername@
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Booking summary: course, dates, delegate count, location (optional)
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Invoice summary: invoice number / reference
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Brand-aligned signature and support info.
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Save the template.
Attachment token: Your platform may require a specific token for the generated file (e.g., @invoicefileid@ or @nvoicefileid@). Confirm the correct token in your environment before finalizing Automation 2.
Step 3 — Automation 1: Generate the Invoice Document
3.1 Create Automation
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Go to Automations → Create new.
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Title: CREATE CONFIRMED BOOKING INVOICE.
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Trigger: A booking is confirmed (select the event that represents confirmation in your system; e.g., PO added or successful payment).
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Task/Action: Invoice Generate (document generation action).
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Template: Select your uploaded Invoice template.
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Share To Contact Variable: Organisation ID (stores the generated file against the organisation contact record).
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Conditions (optional but recommended):
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Brand/Department/Location filters.
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Course IN [list] for phased rollout.
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Payment method IN [Invoice, PO, Account] if you only want invoices for these flows.
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Execution Timing: Trigger immediately.
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Save the automation.
Why “Share to Organisation ID”? Storing the invoice at the organisation level simplifies retrieval, audit, and future resends (especially for multi-delegate/company bookings).
Step 4 — Automation 2: Email the Generated Invoice
4.1 Create Automation
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Go to Automations → Create new.
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Title: Email Invoice to Booker.
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Trigger: An invoice is generated (the event produced by Automation 1).
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Action: Email.
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Recipient: Booker (or the target notification email field you use).
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Message Template: Booking Confirmation — Invoice Attached.
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Attach Document: Add the invoice file token (e.g.,
@invoicefileid@— verify your exact token). -
Conditions (optional):
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Status = Confirmed.
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Payment method != Sales Quote (exclude quotes).
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Brand/Department/Location filters matching Step 3.
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Execution Timing: Trigger immediately.
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Save the automation.
Token check: If your platform uses @nvoicefileid@ or another variant, update the attachment token accordingly. A token mismatch will result in emails without attachments.
Testing and Validation
Method A — Website Confirmed Booking
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Complete a website booking using a flow that creates a Confirmed booking (e.g., paid checkout or PO-entered flow).
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Use a test email you can access for the booker.
Method B — Back Office Confirmed Booking
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Create a booking in the back office and confirm it (e.g., add PO or mark as confirmed per your process).
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Ensure the booker’s email is valid and monitored.
What to Verify
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Invoice generated: A new invoice file is visible on the organisation contact record (or the configured storage location).
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Email received: The Booking Confirmation email arrives in the booker’s inbox.
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Attachment present: The invoice is attached; filename follows your convention (e.g., includes invoice number and/or customer name).
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Content accuracy: Customer details, course info, dates, line items, taxes, totals, due date (if applicable), terms, and branding are correct.
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Automation logs: Both automations fired without errors and in the expected order.
Verification Checklist
|
Item |
Verification Step |
Status (pass/fail) |
|---|---|---|
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Confirmed booking created |
Booking visible in back office with Status = Confirmed |
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|
Invoice file generated |
Invoice stored on organisation contact record and linked to booking |
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Email sent to booker |
Confirmation email received with correct subject/body |
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Attachment correct |
Invoice file attached with correct filename and format (e.g., PDF) |
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Data accuracy |
Customer, booking, pricing, dates, taxes, totals, and terms match system data |
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Troubleshooting
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No email received:
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Confirm Automation 2 trigger is “invoice generated,” not “booking created.”
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Check conditions (status, payment method) aren’t filtering out the case.
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Review automation logs for errors; verify recipient field maps to the correct email.
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Email sent but no attachment:
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Attachment token may be incorrect. Verify token (e.g.,
@invoicefileid@vs@nvoicefileid@). -
Ensure Automation 1 completed successfully and produced a file ID.
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Wrong or missing data on invoice:
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Open the template and confirm merge fields/tokens match your data model.
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Re-generate with a known-good booking to isolate template vs data issues.
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File not found in storage:
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Confirm “Share To Contact Variable” is set to Organisation ID (or your intended storage target).
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Check access permissions on the file directory.
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Invoice Template — Quick-Start (Optional)
Use the structure below to design your invoice (adapt branding and merge fields as needed).
From
Bill To
Invoice #:
{{invoice_number}}
Invoice date:
{{invoice_date}}
Payment due:
{{due_date}}
|
Item |
Description |
Unit price |
Qty |
Line total |
|---|---|---|---|---|
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Subtotal |
||||
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Tax |
||||
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Total |
||||
Notes/Terms:
Best practice: Include merge fields for PO number, course schedule, and delegate count for reconciliation, and ensure branding matches your confirmation emails.