Invoices - User Dashboard - WPRentals Theme Documentation

Invoices in WPRentals are used to track booking payments, booking deposits, remaining balances, owner earnings, and payment status.

Invoices are closely connected to the booking system. An invoice is created after the owner approves a booking request and issues the invoice to the renter. If Instant Booking is used, the invoice/payment step can happen automatically during the booking process, depending on the payment setup.

Important: Online payments collected through WPRentals go to the site admin payment account. WPRentals does not send booking payments directly to each owner account. If the website has multiple owners, the site admin handles owner payouts outside the theme.

Important: In WPRentals, wp-admin is used by the site admin for global configuration and invoice review, NOT edits! The front-end User Dashboard is used by owners, renters, and site admins managing listings to work with bookings, reservations, and invoices.

What Invoices Are in WPRentals

Invoices help owners, renters, and site admins track the financial details connected to a booking or payment.

An invoice can show:

what booking was requested
what amount must be paid to confirm the booking
what amount was already paid
what balance is still unpaid
what the owner earns from the booking
what service fee or commission is kept by the admin

For booking requests, the invoice is normally created after the owner approves the request and issues the invoice from the front-end dashboard.

Types of Invoices

WPRentals can use invoices in more than one payment flow.

Booking invoices

These are the most common invoices. They are connected to booking requests, deposits, service fees, and remaining balances.

Booking invoices are used when a renter books a listing and must pay a deposit or full amount to confirm the reservation.

Submission or membership payment invoices

Depending on the website setup, invoices may also be created for:

paid listing submission
featured listing payment
membership packages

These are different from booking invoices. They are related to paying for listing publishing or membership access, not to booking a property.

Important: This help mainly explains booking invoices. Paid submission and membership invoices depend on your selected submission model.

Where to Find Invoices

Invoices can be viewed from different places, depending on the user role.

User Dashboard > Invoices – used by owners to view invoices related to their listings.
User Dashboard > My Reservations – used by renters to view and pay booking invoices connected to their reservations.
Wp-admin > Invoices or Wp-admin > Listings, Bookings & More > Invoices – used by site admins to review all invoices.

If you did not import demo content, you must create the dashboard pages manually so invoice-related pages appear in the User Dashboard.

How to create the User Dashboard pages

Invoices in the Owner Dashboard

Property owners can see invoices from:

User Dashboard > Invoices

This page lists invoices connected to booking requests received 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.

Important: If the site admin manages listings as the listing owner, the admin uses the same front-end owner workflow. The admin can manage bookings from User Dashboard > My Bookings and review invoices from User Dashboard > Invoices.

Invoices for Renters

Renters usually interact with booking invoices from:

User Dashboard > My Reservations

When an invoice is issued for a booking request, the renter can review the invoice and pay the required deposit or balance from the reservation details.

The renter invoice focuses on what the renter must pay for the reservation.

Note: By default, the dedicated Invoices dashboard page is mainly for owners. Renters usually access invoice payment details from My Reservations. Showing a full invoices list in the renter dashboard requires a separate technical customization.

Technical: How to enable Invoices in renter/user dashboard

Invoices in Wp-admin

Site administrators can review all invoices from wp-admin.

Depending on your admin menu setup, go to:

Wp-admin > Invoices

or:

Wp-admin > Listings, Bookings & More > Invoices

This allows the admin to track issued invoices, payment status, booking confirmation status, deposits, and payments received through the website.

Important: The admin is the only user who can manage payment status manually when manual payment confirmation is required. Owners cannot mark invoices as paid because online booking payments are collected by the site admin payment account.

How Booking Invoices Are Created

Booking invoices are created through the booking workflow.

Manual booking approval flow

The most common manual booking flow is:

The renter sends a booking request.
The owner reviews the request from User Dashboard > My Bookings.
The owner approves the request by issuing an invoice, or rejects the request.
If the invoice is issued, the renter is notified that payment is required.
The renter pays the required deposit or full amount, depending on the admin payment settings.
After payment is confirmed, the booking status updates according to the payment method used.

If the admin deposit fee is set to 0, the booking can be confirmed without requiring online payment through the theme.

If the admin deposit fee is greater than 0, the booking is confirmed only after the renter pays the required amount to the site admin.

Send booking. Approve booking & issue invoice or reject booking as owner

Instant Booking flow

If Instant Booking is enabled for a listing, the owner does not manually approve or reject the booking request before payment.

The invoice/payment step can be created automatically during the booking process, depending on the payment setup.

How to enable and disable Instant Booking

What Details an Invoice Shows

The invoice includes financial details related to the booking.

Depending on the user role and website setup, the invoice may show:

booking amount
deposit amount
remaining balance
cleaning fee
city fee
security deposit
extra expenses
manual expenses
discounts
service fee
taxes
owner earnings

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

Renter invoice details focus on the amount the renter must pay for the reservation.
Owner invoice details can include owner earnings, admin service fee, and payment breakdown.
Admin invoice details allow the site admin to review the full payment and booking record.

Understanding Invoice Details Info for Owner and Renter

What Can Be Changed Before Payment

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

For example, the owner can:

add manual extra expenses
add manual discounts
delete the invoice and issue a new one
reject the booking request if the booking should not continue

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

Important: These changes should be done before payment. After payment is completed, the invoice is used as the financial record for the confirmed booking.

What Happens After Payment

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

The issued invoice remains visible for tracking in:

the owner dashboard
the renter reservation details
wp-admin invoice records

If multiple booking requests exist for the same property and the same period, the first successful payment confirms the booking for those dates.

After the booking is confirmed, the booked dates are blocked in the listing calendar.

How Invoice Status Changes

Invoice status changes depend on the payment method used.

WooCommerce payments

When WooCommerce is used and the payment is completed successfully, the WooCommerce order status updates through the WooCommerce payment flow.

After the payment is confirmed, the invoice associated with the order is marked as paid automatically, and the booking status is updated.

Install WooCommerce and use WooCommerce payments

WooCommerce Direct Bank Transfer

When WooCommerce Direct Bank Transfer is used, the admin must manually update the WooCommerce order status to Processing or Completed, depending on the payment confirmation workflow.

After the order status is updated, the related invoice is marked as paid and the booking can be confirmed.

WooCommerce Direct Bank Transfer documentation

Theme PayPal or Stripe payments

When PayPal or Stripe is used through the WPRentals theme payment system, the invoice is marked as paid after the payment is processed and the merchant correctly communicates the successful payment back to WPRentals.

After the invoice is marked as paid, the booking status changes to confirmed.

PayPal setup

Stripe setup

Theme Wire Transfer

When Wire Transfer is used, the payment is not confirmed automatically by an online merchant.

The admin must manually check that the payment was received, then mark the invoice as paid.

After the admin marks the invoice as paid, the booking status changes to confirmed.

Wire Transfer payment method

Important: Only the site admin can manually change invoice payment status when manual payment confirmation is required. Owners cannot mark invoices as paid because booking payments are collected by the site admin payment account.

How Invoice Totals Are Calculated

Invoice totals are calculated from the booking price and the additional costs, discounts, and fees that apply to the booking.

The invoice formula can include:

booking price
extra booking options
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, check this help:

Formulas used in WPRentals Invoices

Important Notes

Booking invoices are connected to booking requests. In most manual booking flows, they are created after the owner approves a booking and issues the invoice.
Instant Booking can create the invoice/payment step automatically, depending on the listing and payment setup.
Owners see booking invoices in the User Dashboard.
Renters usually pay invoices from My Reservations.
Admins can see all invoices from wp-admin.
Payments collected online through WPRentals go to the site admin payment account.
Owners cannot manually mark invoices as paid. Only the admin can do this when manual payment confirmation is required.
If dashboard pages were not created, the invoice page may not appear in the User Dashboard.
Owners can adjust 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 paid listing submission, featured listing, or membership payments, depending on the website setup.
Security Deposit and Booking Deposit are different. The Booking Deposit is the amount paid to confirm a booking. Security Deposit is a listing price detail shown in the invoice and handled according to the website business process.