Generating invoices and sharing the payment link

Written By Itrvl Team

Last updated 20 days ago

Once a booking is provisionally held, invoices can be generated and the payment link shared with the agent. This article covers how to generate invoices, manage them, and get the payment link to the right person.

Also known as: creating invoices, sending the payment link, invoicing the client, generating a deposit, taking payment, pro forma invoice

Before you generate invoices

  • The booking must be provisionally held or hold requested. If the Generate Invoices button is not yet visible, check that the hold has been requested first.

  • Confirm the sell rate and margin are correct before generating — invoices are based on the selling price at the time of generation.

See: Requesting a provisional hold in itrvl

How to generate invoices

  1. Open the booking in itrvl. You can generate invoices from two places:

    • The invoice margin box on the main booking view

    • The Payments tab

Either option does the same thing — use whichever you find easiest.

  1. Click Generate Invoices. A pop-up will appear showing a deposit slider.

  2. The default deposit is set to supplier deposit requirements plus 50% of your margin. You can drag the slider to adjust how much margin is collected in the deposit vs the balance.

  1. Click Generate. itrvl will automatically create two invoices:

    • A deposit invoice — due at time of generation by default

    • A balance invoice — due 90 days before travel by default

Understanding the cost summary after invoicing

Once invoices are generated, the invoice total becomes the source of truth for what the client owes — not the selling price. The selling price becomes a guide only.

You will see a % invoiced indicator in the cost summary. This shows how much of the selling price has been invoiced. If this drops below 100% after a booking change, you are under-invoiced and need to update your invoices.

Note: itrvl invoices are pro forma payment links, not accounting documents. You can edit or delete any unpaid invoice at any time with no backend consequences. There are no credit notes needed. See: Understanding itrvl invoices as pro forma — no credit notes needed

Editing an invoice

To edit any invoice, click the pencil icon next to it. You can update:

  • Invoice name

  • Amount

  • Invoice type (deposit or balance)

  • Due date

  • Notes — these will appear on the client's payment portal

Splitting an invoice

If you need to split an invoice between multiple payers or party groups, click Split on the relevant invoice and select how many ways to split it. Each resulting invoice can then be edited individually with a name and amount.

See: Splitting an invoice for multiple payers

How to share the payment link

  1. Once invoices are generated, go to the three dots (⋯) at the top of the booking and click Share Itinerary.

  2. Select Payment Link — this option will only be available once invoices have been generated.

  3. Copy the link and share it with the agent via email or Teams.

[SCREENSHOT: Show the Share Itinerary menu with Payment Link option]

What the client sees on the payment portal

When the client opens the payment link they will see:

  • Itinerary name and accommodations

  • Travel dates and traveler details

  • All outstanding invoices with due dates and any notes added

  • Terms and conditions to agree to before paying

Clients can pay via bank transfer (Plaid), wire transfer, or credit card.

Important things to know about payment links

  • Payment links never expire — you do not need to generate a new link after making changes

  • If an invoice is updated, the payment link automatically reflects the change — the client does not need a new link

  • All client payments come through itrvl only — never share Window payment details with agents or clients

What happens after payment is received

  • The booking status updates to pending

  • A payment confirmation email is sent automatically

  • You can pay suppliers immediately upon receiving payment confirmation — the itrvl bank account is a Wilderness bank account

  • Payment will reflect in TourPlan within 1 to 14 days depending on timing in the month

Related articles:

  • Requesting a provisional hold in itrvl

  • Understanding itrvl invoices as pro forma — no credit notes needed

  • Splitting an invoice for multiple payers

  • Generating a separate invoice for immediate payment

  • Re-invoicing when a change affects the price

Should you notice any issues in this process, please reach out to itrvl support.