Generate guest and owner invoices

There are several ways to get an invoice in Nowistay. The quickest is to download a ready-made PDF straight from a booking, in one click. The Nowistay AI assistant can also send that invoice to guests who ask for it, with nothing for you to do. If you want a fully customized invoice or an owner statement, you can also ask ChatGPT or Claude, once connected to Nowistay, to build one (covered further down). If you manage properties for their owners, the invoices of a property can also be issued in its owner's name.

Download an invoice from a booking

Every booking can produce its own invoice PDF, with no AI assistant needed. Before your first download, add your invoicing details once so the invoice shows the correct issuer.

Step 1: Add or check your invoicing details

These details appear as the issuer (your name or company) on the invoices you generate for guests, so it is worth setting them first. Properties you invoice in their owner's name use the owner's details instead (see below).

1. Go to Account and open the Invoicing details section.
2. Fill in your Name / company name, Address line 1 and Address line 2, Postal code, City and Country. Add your Company registration number and VAT number if you have them.
3. Click Save.

You only do this once. Come back to Account any time you need to update your address or tax details.

Step 2: Download the invoice from the booking

1. Open the booking you want to invoice so its details appear.
2. Scroll to the Financial section.
3. Click the Download invoice icon next to the section title (the receipt icon).
4. Your invoice PDF is created and downloads to your device, ready to send.

The invoice uses what is recorded on the reservation (guest name or company details, dates, nights, amount and payment) together with the issuer details: the invoicing details from your account, or the owner's for a property invoiced in its owner's name. If a figure looks wrong, correct the booking first, then download again.

Issue invoices in the property owner's name

If you manage properties on behalf of their owners, the guest invoices of a property can be issued in its owner's name instead of yours. The owner then appears as the issuer, and the invoice states that you issue it on the owner's behalf. It applies to every invoice of that property: the PDF you download from a booking and the invoice the AI assistant sends to guests.

Set up the owner of a property

1. Go to Properties, click the More actions button (the three dots) on the property's card, then Property infos.
2. Under VAT rate (%), turn on Issue invoices in the owner's name.
3. Fill in the owner's Name / company name, Address line 1, Postal code, City and Country. Add their Address line 2, Company registration number and VAT number if they have them.
4. Click Save.

Repeat for each property you invoice for an owner. Properties where the switch is off keep the invoicing details from your Account. If the owner charges VAT, also fill in the VAT rate (%) just above, so the invoice shows the VAT included in the total.

What changes on the invoice

• The owner is the issuer. Their name, address, registration number and VAT number appear in the issuer block. These details are printed on every invoice the property's guests receive.
• A mention names you as the one issuing it. Under the owner's details, the invoice reads "Invoice issued by [your name] in the name and on behalf of [owner]". Your name comes from the Invoicing details in your Account.
• The property gets its own invoice numbers. Its invoices are numbered in a separate series that includes the property number, for example INV-P57-00001, then INV-P57-00002, so the invoices of each property follow on from one another. The description under the switch shows the exact format for the property. Your other properties keep your account's numbering (INV-00001 and so on).
• Only new invoices change. Invoices already issued keep their issuer and number. If you later correct the amounts of an issued invoice, it keeps the issuer it was first issued with, even if you have changed the owner since.

Turning the switch off deletes the owner's details when you save. The property's next invoices then go back to your account's details and numbering.

Let the AI assistant send the invoice to your guests

Guests often ask for an invoice during or after their stay, especially business travelers booking on Booking.com. The Nowistay AI assistant answers these requests for you: when a guest asks for an invoice or a receipt, it replies in the guest's language with the booking's invoice attached as an image. It is the same document, with the same invoice number, as the PDF you download from the booking, with the same issuer: the invoicing details from your Account, or the owner's for a property invoiced in its owner's name.

The invoice can be attached on every conversation channel that accepts photos, the same ones where you can add a photo to your own messages.

Turn it on or off

The feature is on by default for every property with the AI assistant. To check it or switch it off:

1. Go to Properties and click the AI button on the property's card.
2. In the Global section, use the Send the invoice when a guest asks for it switch.
3. Click Save.

When the invoice is sent

• From the arrival day onwards, including after check-out, the assistant attaches the invoice to its reply straight away.
• Before the arrival day, it tells the guest the invoice will be available from their arrival day and that they can ask for it then. You are not alerted for these requests. If you want the guest to have it sooner, attach it yourself from the conversation (see below).

When the assistant hands over to you

In a few cases the assistant does not attach the invoice. It tells the guest it will check with you, and you are alerted as for any request that needs you:

• the switch above is off for the property;
• the booking is cancelled or not confirmed yet, or the guest is only sending an enquiry;
• the booking has no amount recorded, it is a Vrbo booking, or it was imported from Airbnb, Booking.com or Expedia when you connected the channel (its amounts may be incomplete);
• the reservation covers several units;
• the assistant cannot confirm that the person asking is the booking's guest;
• the conversation channel cannot carry photos.

You can then check the booking and send the invoice yourself.

Invoices made out to a company

When a guest needs the invoice in their company's name, the invoice is addressed to the company, with its address and VAT number. The company details can reach the booking in three ways:

• The guest writes them in the conversation. The assistant saves the company name, address and VAT number on the booking, using only details the guest actually wrote, then attaches the invoice made out to the company.
• You add them to the booking. For a booking received from Airbnb, Booking.com, Vrbo or Expedia, click the Edit icon in the Guest Information section. For a booking you created yourself, click Edit at the bottom of the booking. Then fill in Company, Company address and VAT number.
• The guest enters them when booking direct. On your direct booking page, the guest can tick Invoice for a company? and fill in the company details before paying.

If the invoice was already issued, it is updated with the company details and keeps its number.

Attach the invoice yourself in a conversation

When you reply to a guest yourself, you can add the invoice to your message in one click:

1. Open the conversation from Messages, or with the Open conversation button in the booking's Guest Information section.
2. Click the receipt icon next to the photo button (Attach the booking invoice).
3. The invoice image is added to your message. Write your text and send it.

The button is greyed out when the conversation is not linked to a booking or when its channel cannot carry photos.

Generate a tailored invoice with ChatGPT or Claude

Once ChatGPT or Claude is connected to Nowistay, you can create an invoice for any guest or owner just by asking for it in plain language. Type something like "Generate the invoice for guest Jean Dupont as a PDF," and your AI assistant looks up the reservation in Nowistay, fills in the stay dates and amounts, and hands you a ready-to-download PDF. There is no template to build and nothing to copy by hand.

Before you start

You only need two things in place:

• At least one booking in your Nowistay account.
• ChatGPT or Claude connected to Nowistay. If you have not done this yet, follow How to connect ChatGPT, Claude, or Gemini to Nowistay first. It only takes a couple of minutes.

That is it. Invoicing itself needs no extra setup.

How it works

Your AI assistant can already read your Nowistay bookings. When you ask for an invoice, it finds the right reservation, takes the guest name, the check-in and check-out dates, the number of nights, the amount, and the payment details, and turns them into a clean invoice that it exports as a PDF. Because the assistant builds the document itself, you can adjust anything with a simple follow-up message.

Generate a guest invoice

In a chat with Nowistay connected, ask for the invoice by the guest's name:

1. Open ChatGPT or Claude with Nowistay selected.
2. Type your request, for example: "Generate the invoice for guest Jean Dupont as a PDF."
3. The assistant pulls Jean Dupont's reservation and assembles the invoice.
4. Review it, then download the PDF. If you want changes, just ask (see below).

If a guest has more than one stay, point the assistant to the right one, for example "the invoice for Jean Dupont's June booking," or give the reservation number.

Generate an owner invoice or statement

If you manage properties on behalf of owners, you can produce an owner invoice or monthly statement the same way. Ask for the period and what to include, for example:

"Create the owner statement for [property name] for May. List each booking with its dates, the revenue, my commission, and the amount due to the owner, as a PDF."

The assistant reads every booking for that property and period, then builds the statement and exports it as a PDF.

Tailor the invoice to your business

Since the AI writes the document, a short follow-up message is enough to shape it your way. You can ask it to:

• Add your company name, address, and tax or VAT number.
• Add an invoice number and a payment due date.
• Show the total in a different currency or language.
• Include your logo or specific wording.

Once you are happy with a format, save the instructions and reuse them next time so every invoice comes out the same.

Tips for accurate invoices

• Check that the booking holds the correct amount and payment in Nowistay. The assistant uses what is recorded on the reservation.
• Use the guest's full name or the reservation number so the assistant selects the right stay.
• Always read the PDF once before you send it to a guest or owner.

Frequently asked questions

Do I need a special invoicing feature in Nowistay?

No. Every booking has a built-in Download invoice button in its Financial section, so you can get a PDF in one click with nothing extra to switch on. The Nowistay AI assistant also sends that invoice to guests who ask for it, and it is on by default. For fully customized invoices or owner statements, connect ChatGPT or Claude and ask the assistant to build one.

Why did the AI assistant say it would check with me instead of sending the invoice?

The assistant only attaches the invoice when it is sure it is the right document for the right person: a confirmed booking with complete amounts, a guest it can match to the booking, and a channel that accepts photos. Otherwise it hands the request over to you and you are alerted. The full list is in When the assistant hands over to you above.

Can the invoice be made out to a company?

Yes. Add the company name, address and VAT number to the booking, or let the guest give them in the conversation or on your direct booking page. The invoice then shows the company.

Can guest invoices show the property owner as the issuer instead of me?

Yes. In the property's Property infos, turn on Issue invoices in the owner's name and fill in the owner's details. The property's new invoices are then issued in the owner's name, with their own numbering and a mention that you issue them on the owner's behalf. This works for downloaded invoices and for the ones the AI assistant sends.

Can it create invoices for both guests and owners?

Yes. Ask for a guest invoice by the guest's name, or an owner statement by property and period. The assistant handles both.

Can the invoice be in another language or currency?

Yes. Just say which language or currency you want, and the assistant adjusts the document before you download it.