What invoices are in WpRentals

Invoices in WpRentals are generated for booking requests and payments. They help owners, renters, and site admins track what was requested, what was approved, what amount must be paid, and what amount the owner earns from each booking.

Invoices are closely connected to the booking system. In most cases, an invoice is created after the property owner approves a booking request and issues the invoice for payment.

Where to find invoices

Invoices can be viewed from 2 places:

• User Dashboard > Invoices for property owners
• WordPress Dashboard > Invoices for site administrators

If you did not import the demo content, you need to create the dashboard pages manually so the invoices page appears in the user dashboard.

For help with dashboard page creation, see:

How to create the user dashboard pages

Invoices in the owner dashboard

Property owners can see their invoices in:

User Dashboard > Invoices

This page lists invoices connected to booking requests for the owner’s listings.

The invoice ID is also shown inside the related booking details, so the owner can connect the booking request with the generated invoice more easily.

Invoices in wp-admin

Site administrators can see all invoices in:

WordPress Dashboard > Listings, Bookings & More

This allows the admin to track issued invoices and follow which deposits or payments were received through the website.

Depending on the website setup, invoice visibility may also include invoices related to listing submission payments, such as membership packages or paid submissions.

How invoices are created

Invoices are usually generated from the booking workflow.

Available to all users, these invoices cover payments for Paid Listings, Featured Listings, and Membership subscriptions.

The most common flow is:

• the renter sends a booking request
• the owner reviews the request in User Dashboard > Bookings
• the owner approves the booking and issues the invoice
• the renter is notified that payment is required

Once the invoice is issued, the deposit required for the reservation will be shown in the invoice details.

If the booking is rejected or canceled, the booking is removed from the relevant dashboards and the dates become available again in the calendar.

What details an invoice shows

The invoice includes the financial details related to the booking.

Depending on the user role, the invoice may show information such as:

• booking amount
• deposit amount
• cleaning fee
• city fee
• security deposit
• extra expenses
• discounts
• service fee
• owner earnings

The owner and renter do not always see the invoice in the same way.

The renter invoice focuses on what must be paid for the reservation.

The owner invoice includes payment details and the owner’s net earnings for that booking.

What can be changed before payment

Before the renter pays the invoice, the owner can still adjust certain invoice details.

For example, the owner can:

• add manual extra expenses
• add manual discounts
• delete the invoice and issue it again before payment is completed

This is useful when the final booking amount must be adjusted before confirmation.

What happens after payment

After the renter pays the required invoice amount, the booking becomes financially confirmed according to the payment settings used on the website.

The issued invoice remains visible for tracking purposes in the owner dashboard and in wp-admin.

If multiple booking requests exist for the same property and the same period, the theme allows only the first successful payment to confirm the booking for those dates.

How invoice totals are calculated

Invoice totals are calculated from the booking price and any additional costs or discounts that apply.

The invoice formula includes values such as:

• booking price
• extra expenses
• manual expenses
• early bird discount
• city fee
• cleaning fee
• security deposit
• service fee
• taxes

If you need the full formula explanation for each invoice value, please check:

Formulas used in WpRentals Invoices

Changing Invoice Status

• WooCommerce Payments: Invoices are marked as paid automatically upon successful payment.
• WooCommerce Direct Bank Transfer: Admin manually marks orders as “Processing” or “Completed.”
• PayPal/Stripe Payments: Booking status is updated to confirmed after successful payment.
• Wire Transfer: Admin marks invoices as paid to confirm bookings.

Details for how  invoices can change their status in WpRentals theme

Payment in the theme can be from user -> to site admin (booking deposit or remaining balance).

With WooCommerce ->  Invoices change status  to PAID when payment is received through the merchant setup. Order status changes to processing (or completed, depends from merchant to merchant) ->  the invoice associated with the order is marked as paid automatically ->  booking is confirmed . Help to set up WooCommerce -> https://help.wprentals.org/article/install-woocommerce-and-use-woocommerce-payments/ 

With WooCommerce-> Direct bank transfer -> Admin goes and marks Order status to Processing or completed -> The invoice associated with the order changes status to Paid automatically -> Booking changes status to confirmed. https://docs.woocommerce.com/document/bacs/ 

With theme Merchants (PayPal or Stripe) -> Invoice is paid through the merchant used -> Booking changes status to Confirmed after payment is processed and the merchant communicates to WpRentals the payment is received. That is why the merchant must be correctly setup as in this help – https://help.wprentals.org/article/stripe-set-up/ or https://help.wprentals.org/article/paypal-set-up/ 

With theme Wire Transfer -> Admin marks the invoice as paid -> booking changes status to confirmed. Help https://help.wprentals.org/article/wire-transfer-payment-method/

Because only admin can get money only he can change the invoice status if needed. The owner from his dashboard cannot do that as he cannot get money from the theme, but owner can add manual bookings if he wants to block calendar availability. Help – https://help.wprentals.org/article/adddelete-booked-periods-as-owner/ 

Important notes

• Invoices are connected to booking requests. In most cases, they are created after the owner approves a booking and issues the invoice.
• Owners see invoices in the User Dashboard. Admins can see all invoices in WordPress Dashboard > Invoices.
• If the dashboard pages were not created, the invoice page will not appear in the user dashboard.
• Owners can still edit manual discounts or manual expenses before the invoice is paid.
• Owner and renter invoice views are not identical. The owner invoice can include earnings-related information.
• Invoices may also appear for membership and paid listing submission payments, depending on the website setup and theme version.

Related help articles

• Send booking. Approve booking & Issue invoice or reject booking as owner
• Understanding Invoice Details Info for Owner and Renter
• Formulas used in WpRentals Invoices
• How to create the user dashboard pages
• Technical: How to enable Invoices in renter/user dashboard