Create Smoobu Invoices Automatically

What Smoobu's invoicing feature does

Smoobu offers an invoicing module that can generate an invoice automatically for every booking — using your company details, the tax rate you've configured, the guest's booking data, and a sequential invoice number. Once set up, you no longer fill in an invoice template by hand for each stay.

This module matters most for hosts who rent commercially or who need to issue a proper invoice on request (business travelers, for instance). The exact feature set and availability per Smoobu plan can change — check the current feature list at smoobu.com/pricing before you plan to bill exclusively through Smoobu.

Step 1 — Enable invoicing and enter company details

1. In Smoobu: go to Settings → Invoices (sometimes labelled "Invoicing" or "Billing" depending on account language and version — menu naming based on public documentation as of today).
2. Enter your full company details: name or business name, address, tax number or VAT ID. These are mandatory invoice elements under German law (§ 14 Abs. 4 UStG) if you operate in Germany.
3. If you use the small-business exemption (Kleinunternehmerregelung, § 19 UStG), configure the disclosure text that should appear on every invoice (e.g. "No VAT is charged under § 19 UStG").
4. Upload a logo (optional). Not a legal requirement, but it looks more professional to business guests.

Generate one test invoice to review the entered details before switching on automation — a typo in your tax number is the most common reason guests or their accounting departments come back with questions.

Step 2 — Set the tax rate and invoice numbering

Two settings determine whether your invoices are legally correct: the tax rate and the numbering.

1. Tax rate: Pure accommodation services in Germany are taxed at the reduced 7% VAT rate (§ 12 Abs. 2 Nr. 11 UStG). Ancillary services like final cleaning or breakfast can fall under the standard 19% rate depending on how they're billed — confirm with a tax advisor if unsure.
2. Invoice numbering: Set a format (e.g. INV-2026-0001) and let Smoobu increment it automatically. Numbering must be sequential and gap-free — this is a German bookkeeping requirement (GoBD), not a Smoobu quirk.
3. Never manually delete or reuse an issued invoice number. For cancellations, issue a credit/cancellation invoice referencing the original number instead of deleting it.

Step 3 — Turn on automatic generation

So you don't have to click "create invoice" for every booking, generation can be tied to a trigger.

1. In the invoicing settings, open Automatic generation (or similarly labeled).
2. Choose a trigger: on booking confirmation, after full payment is received, or X days before check-in — whichever matches when you actually want to bill.
3. Payment-received is the safer trigger if you collect cash or bank transfer — otherwise you risk generating an invoice for a booking that later gets cancelled.
4. Save. From now on, Smoobu generates a PDF invoice automatically on the booking record for every new booking that hits the chosen trigger.

Existing bookings don't get invoices retroactively — for those you'll need to generate the invoice manually once from the booking detail view.

Step 4 — Send the invoice to the guest automatically

A generated invoice does little good sitting only inside Smoobu. Two ways to deliver it automatically:

1. Option A — placeholder in a message template: Under Automation → Messages, edit an existing template (e.g. checkout or thank-you message) and insert the invoice placeholder via the variable picker rather than typing it manually.
2. Option B — automatic PDF attachment: If your Smoobu plan supports automatic attachment delivery, enable it in the invoicing settings and set the send timing (e.g. on departure day).
3. Either way, run one test booking through the flow before it goes live for real guests.

Mandatory invoice fields under § 14 UStG — checklist

Regardless of whether the invoice is generated via Smoobu or another tool, it must contain the following to be valid for the guest's input tax deduction or expense claim:

• Full name and address of the supplier (you) and the recipient (guest or company)
• Tax number or VAT ID of the supplier
• Date the invoice was issued
• A sequential, uniquely assigned invoice number
• Quantity and type of service (e.g. "3 nights, [property name], stay 12–15")
• Date the service was rendered (check-in to check-out)
• Net amount, applicable tax rate, and tax amount shown separately
• If under the small-business exemption: a reference to § 19 UStG instead of a tax breakdown

This list is an orientation, not exhaustive legal advice — especially for mixed services (accommodation at 7% + cleaning possibly at 19%), a short check-in with a tax advisor during initial setup is worthwhile.

Troubleshooting common issues