Invoices, credit notes and payments

Invoice your customers for their bookings, record what they pay, and correct mistakes with credit notes.

5 min read

Invoices are made from a customer's confirmed bookings, plus any other lines such as a service fee. SunTrip works out every amount; you choose what to invoice.

Before your first invoice

An Admin fills in Settings, Invoicing: your legal name and address, and whether you are registered for VAT. If you are, add your 15-digit TRN: your invoices are then tax invoices, with VAT on each line and both your TRN and your customer's. Choose the VAT each kind of booking starts with (for example zero-rated for international flights, if your accountant agrees). You can change it on any line.

Make and issue an invoice

1. Open the customer and choose the Invoices tab (or open Invoices and press New invoice).
2. Tick the confirmed bookings to invoice, and add any other line with Add a line. Press Create draft.
3. Check it with Preview. A draft can still be changed or deleted.
4. Press Issue. The invoice gets its number, like INV-2026-000123, and is sealed.

Numbers follow each other with no gaps, starting again each year. An issued invoice is never changed or deleted, and each booking is invoiced only once. Press Open the invoice to print it or save it as a PDF, and send it to your customer yourself.

For an invoice in another currency, such as USD, enter the AED exchange rate before issuing. The invoice then also shows the VAT and the total in AED.

Payments

Press Record payment, enter what the customer paid and how, and put it against one or more of their open invoices. An invoice is Part-paid until it is fully paid, then Paid. A payment that is not put against an invoice stays as the customer's credit, for example a deposit. The customer's Invoices tab lists their payments: open one to use a customer's credit against an invoice later, or, for a payment entered by mistake or one that bounced, press Reverse payment and say why. SunTrip records payments only: it never takes or keeps card details.

Correcting an invoice: credit notes

To correct or cancel an issued invoice, press Credit note, choose what to credit and say why. A credit note is its own document with its own number, like CN-2026-000045. A booking whose line is fully credited can be invoiced again.

What you are owed

The dashboard shows what is owed to you, and the Invoices page lists overdue invoices. Admins are reminded in the morning email 3 days before an invoice is due and on its first overdue day.

Who can do what

To begin with only Admins issue invoices, record payments and issue credit notes, and Admins and Managers see invoices. An Admin can give any of these to any role under Settings, Permissions.

UAE e-invoicing

Under Settings, Invoicing, the invoice format is Standard invoice (PDF). UAE e-invoicing is coming: your invoices will then be sent through your own accredited e-invoicing provider, whom you choose and pay directly. The same screen lists what it will need, so you can prepare.