Generating a separate invoice for immediate payment

Written By Itrvl Team

Last updated 20 days ago

When a new item is added to a confirmed booking that requires immediate payment — such as regional flights — a separate invoice should be created rather than adjusting the balance. This article covers how to do that.

Also known as: additional invoice, extra payment, immediate deposit, invoicing for flights, additional charge, mid-trip invoice

When to use this

Use a separate invoice when:

  • A new item has been added to the booking post-confirmation that needs to be paid right away

  • The item cannot wait until the balance payment date

  • Common examples include regional flights, helicopter tours, or activities added after the deposit has been taken

For changes that do not require immediate payment, adjust the balance invoice instead.

See: Re-invoicing when a change affects the price

How to generate a separate invoice for immediate payment

  1. Make the change in Window and refresh the booking in itrvl to confirm the new item has pulled through.

See: Refreshing a booking after post-confirmation changes

  1. Open the Payments tab in itrvl. You will see that the cost summary now shows you are under-invoiced — the % invoiced indicator will have dropped below 100%.

[SCREENSHOT: Show the cost summary with under-invoiced indicator after a booking change]

  1. Click Create Invoice.

[SCREENSHOT: Show the Create Invoice button in the Payments tab]

  1. Name the invoice clearly so the client knows what it is — for example, Regional Flights Deposit or Helicopter Tour — Immediate Payment.

  2. Enter the amount. This should cover the cost of the new item plus the applicable margin.

  3. Set the due date to reflect that payment is needed immediately.

  4. Add a note if needed to give the client context on what this invoice is for.

  5. Click Save Invoice.

[SCREENSHOT: Show the completed new invoice in the Payments tab]

Sharing the updated payment link

Once the new invoice is saved, the client's existing payment link will automatically update to show the new invoice. Let the agent know there is a new invoice on the payment portal and ask them to pass this on to the client.

You do not need to send a new payment link — the existing one will reflect the change immediately.

Important: Always check the % invoiced indicator after creating the new invoice to confirm the total invoiced now matches the updated selling price.

Related articles:

  • Re-invoicing when a change affects the price

  • Refreshing a booking after post-confirmation changes

  • Splitting invoices — instalments and multiple payers

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