Documents and connecting an accounting system
What it is
The Documents screen in the website administration. It has two parts:
| Part | Plan |
|---|---|
| Payment receipts | all plans |
| Accounting system connection | Premium |
Payment receipts
What it is
A PDF receipt created automatically after every successful online payment by a guest.
What to do with it
You do not have to do anything. The guest gets it by e-mail along with the confirmation, and you find it here to download.
The list shows the Receipt number, Guest, Stay, Amount and Issued, newest first. The Download button gets you the PDF.
You will also find the receipt directly in the reservation detail.
When no receipt was created
It is created automatically after an online payment. So it does not appear on its own for a cash payment, or when the accounting connection failed.
You then issue it by hand: open the reservation and in the Payment receipt section click Issue receipt and send to guest. The receipt is issued, e-mailed to the guest as an attachment, and appears in this list.
A receipt is issued only once. Clicking again sends the same one, it does not create a second.
Connecting an accounting system
What it is
A connection after which the invoice is issued directly in your accounting. You do not have to retype anything.
It is part of the Premium plan.
What it does
- After a booking is paid, the invoice is issued in your accounting system.
- The invoice carries your billing details and number series.
- We also record the payment, so the invoice is not left unpaid.
- A deposit and balance create two invoices, each for the amount paid.
- On a cancellation or refund we issue a credit note for the refunded amount.
- We can e-mail the invoice to the guest from your accounting system instead of our receipt.
- If the accounting system is temporarily unavailable, we retry. Nothing is lost.
Which systems we support
| System |
|---|
| iDoklad |
| SuperFaktúra |
| Vyfakturuj.cz |
| FLOWii |
| eFaktura.sk |
The procedure is the same for each: where to find the credentials → what to enter → how to verify.
iDoklad
Where to find the credentials
Log in to iDoklad and open Settings → System → API. Have the keys generated.
What to enter
| Field | What goes there |
|---|---|
| Client ID | from iDoklad |
| Client Secret | from iDoklad |
| Company ID | only if your account holds several companies |
How to verify
Click Test connection. On success the label changes to Connected and the verification date appears.
SuperFaktúra
Where to find the credentials
Log in to SuperFaktúra and open Tools → API access.
What to enter
| Field | What goes there |
|---|---|
| Account e-mail | the e-mail you log in with |
| API key | the generated key |
How to verify
With the Test connection button.
Vyfakturuj.cz
Where to find the credentials
Log in to Vyfakturuj.cz and open Settings → API.
What to enter
| Field | What goes there |
|---|---|
| Login e-mail | the e-mail you log in with |
| API key | the generated key |
How to verify
With the Test connection button.
FLOWii
Where to find the credentials
Log in to FLOWii and generate an API key in your account settings.
What to enter
| Field | What goes there |
|---|---|
| Login name | your login name |
| Account password | your FLOWii password |
| API key | the generated key |
FLOWii is the only system that needs a name and password as well as the key - without them it will not grant access.
How to verify
With the Test connection button.
eFaktura.sk
Where to find the credentials
Log in to eFaktura.sk and generate a key in the API settings. That is the only value you copy from there.
What to enter
| Field | What goes there |
|---|---|
| API key | the generated key |
| Organization | you pick it from a list (see below) |
You pick the organization from a list, you do not type it
eFaktura never shows the organization ID anywhere in its interface - it can only be read through the API. So the setup takes two steps:
- Paste the API key and save the settings.
- Click Load organizations and pick the one the invoices should be issued into. If your account has only one, it is selected for you.
Until you pick an organization, the connection test confirms the key and reminds you that the selection is still missing.
What to watch out for
eFaktura accepts only the VAT rates 0, 5, 19 and 23 %. If your VAT settings use a different rate (20 %, for example), the invoice is not issued and the list shows you the reason - the rate has to be corrected. We deliberately do not change it for you: the invoice would then state a different VAT than the guest actually paid.
An invoice for an already paid reservation is issued as paid right away. eFaktura does not support marking a payment afterwards, so it has to happen when the invoice is created.
eFaktura does not return an IBAN through its interface, so Fill in automatically brings in the name, company ID and VAT numbers - fill in the bank account yourself.
How to verify
With the Test connection button.
Shared settings
Whichever system you choose, you fill in:
| Field | What it is for |
|---|---|
| Company ID no., Tax ID, VAT ID | Your details on the invoice |
| IBAN | The account number on the invoice |
| Number series | The series the invoices will go into |
| I am VAT registered | Decides whether VAT appears on the invoice |
| Add a payment QR code | If the accounting system supports it |
The Fill in automatically button loads the company ID, VAT number and IBAN from your account. Check them before saving - not every system returns everything.
Finally turn on Issue invoices automatically and save.
Sending the invoice to the guest
The Send the invoice to the guest toggle means the accounting system sends the invoice and replaces our payment receipt. The guest always gets just one document.
If the invoice cannot be issued, we send our receipt - the guest is not left with nothing.
Several systems at once
You can have several accounting systems switched on. In that case, though:
A document is created in each of them for every reservation. Count it only once in your tax return. The system warns you about this.
Only one of the systems sends the invoice to the guest. You decide which with the Send from this system toggle. The others only issue it into their own records.
The list of issued invoices
Below the settings there is an Issued invoices list with counts of issued, pending and failed.
| Status | Meaning |
|---|---|
| Issued | The invoice is in the accounting system |
| Pending | In progress, or being retried |
| Failed | It did not work. The Try again button repeats it. |
Credit notes are marked separately.
When the accounting system cannot help
Try again sends the invoice to the same system. If the cause is on that side - an expired subscription, a closed account - it fails the same way and the guest is left with no document.
That is what the second button on a failed invoice is for: Issue our receipt. It issues a payment receipt from us and e-mails it to the guest, whatever the state of the connection. You will also find the receipt in the list above.
E-invoicing (the Peppol network)
You switch e-invoicing on directly in your accounting system, not with us. From 1 January 2027 every business has to be able to receive one.
This holds for eFaktura.sk as well: although it is a Peppol provider, we only issue the document into your books and never send it over the Peppol network. Guests are almost always private individuals, who are not in the network at all.
Common problems
The accounting system connection is locked for me. It is part of the Premium plan. You have payment receipts on all plans.
The connection test fails. Check that you copied the whole key with no spaces. With FLOWii also check the name and password.
Invoices are not being issued. Go through: is a system selected, are the credentials entered, and is Issue invoices automatically switched on? The system tells you directly what is missing.
An invoice failed on a particular reservation. The reason is in the reservation detail. Most often one of the billing details is missing. Once fixed, use Try again.
My accounting subscription expired and the guest has no document. In the reservation detail use Issue receipt and send to guest. We issue the receipt and e-mail it to the guest - you do not need the accounting system for it. The same button sits on a failed invoice in the list (Issue our receipt).
The guest paid in cash and wants a receipt. Same route: reservation detail, Issue receipt and send to guest. It works in every plan.
The guest got two documents. You have sending to the guest switched on in several systems. Leave it on in just one.
The invoice has no tax ID. Not every accounting system returns the tax ID. Fill it in manually in the connection settings.
I have two invoices for one reservation. The guest paid a deposit and a balance. Each invoice is for the amount paid - that is correct.
I switched on two systems and have everything twice. That is how it works. A document is created in every switched-on system. Count it once in your return.