Record a client invoice

Context

Caladeo lets you record and track the client invoices related to a travel project (deposit, balance, supplements, credit notes, etc.). Invoices are issued by your usual invoicing tool, then attached to a sale in Caladeo.

For each accepted quote you then have the invoiced amounts, due dates and payment status in the same place as supplier purchases, which makes the financial follow-up of the file easier.

Objective

Record the client invoices of an accepted quote, track their payment and easily identify the balance still owed by the client.

Where to find this feature?

Client invoices are recorded from an accepted quote, in the Financial tab.

To create a sale, the opportunity must contain at least one quote with Accepted status and the client information must be properly completed.

Step-by-step

Here are the steps to record a client invoice in the Caladeo application:

1. Open the opportunity, then access the quote with Accepted status.
2. Go to the Financial tab of the quote.
3. In the Sales section, click Create a sale.
4. Fill in the sale information:
   • Sale name (e.g. Deposit on booking, Checked baggage supplement, Trip balance, etc.)
   • Verification value: the total amount expected for this sale
5. Save the sale.
6. Check the Client details section: the information is pre-filled from the client record and can be adjusted if needed.

➕ Add a client invoice

Once the sale is created, attach the invoice(s) you issued from your invoicing tool:

1. Click Add an invoice.
2. Fill in the invoice information:
   • Invoice number
   • Invoice date
   • Invoice amount
   • Due date
3. Attach the invoice PDF.
4. Save the changes.

👉 You can add one or more invoices to the same sale (for example a deposit invoice, then a balance invoice).

💳 Record payments received

When the client pays the invoice(s):

1. Add one or more payments to the sale.
2. Fill in the payment information:
   • Payment date
   • Amount received
   • Payment method
3. Save the payment.

What happens next in Caladeo

When the sum of payments equals the sum of invoices and matches the verification value of the sale, the sale is automatically marked as Complete.

This makes it easy to spot fully paid files and those with an outstanding balance.

Frequently asked questions

Can I record several invoices for the same quote?

Yes. A sale can contain several invoices (deposit, balance, supplement, credit note) and you can create several sales on a quote.

Does Caladeo generate the invoice?

No. The invoice is issued by your invoicing or accounting tool, with its own numbering. Caladeo keeps its reference, amount, due date and PDF, and tracks its payment.

What if a recorded invoice contains an error?

Correct the entered information as long as the sale is not complete. If the invoice itself is wrong, issue a credit note in your invoicing tool and record it as an additional invoice with a negative amount.

Good to know

• Check that the verification value matches the total expected for the sale.
• Use explicit sale names to make accounting follow-up easier.
• Attaching the PDF of each invoice keeps all the documents of the file in one place.
• The Complete status makes it easy to track files that are already paid.