> ## Documentation Index
> Fetch the complete documentation index at: https://docs.deskboy.app/llms.txt
> Use this file to discover all available pages before exploring further.

# How Invoicing Works

> The three documents issued per checkout, the order they're created, and how myDATA submission works.

# How Invoicing Works

For every checkout that is sent, Etherly Sync automatically creates documents in Elorus, in a strictly defined order.

## The documents created

<CardGroup cols={3}>
  <Card title="1. Accommodation Document" icon="file-invoice">
    The primary document for the accommodation service: **Receipt** for private guests or **Invoice** for businesses.
  </Card>

  <Card title="2. Payment Receipt" icon="receipt">
    Linked to the accommodation document.\
    Confirms payment received.\
    Issued immediately after the accommodation document.
  </Card>

  <Card title="3. Climate Resilience Fee" icon="leaf">
    Calculated per night and category. If the booking spans winter and summer, two separate documents are issued.
  </Card>
</CardGroup>

## Document Description

The text shown on the service line of the Accommodation Document (e.g. "BK-123456 | 01/07/2026 → 03/07/2026 | City Vibes Loft") is generated from a template, which you configure under **Settings → Document Description**.

Even if you haven't customized anything, an effective template is always in use: either the one you've set, or the built-in default:

```
@bookingid | @checkindate → @checkoutdate | @accommodationname
```

The default template uses the booking reference instead of the guest's name, so that less personal data reaches your invoicing provider. If you need the name in the description, add the `@name` and `@lastname` variables to your own template.

**Available variables:**

* `@name` — Guest first name
* `@lastname` — Guest last name
* `@checkindate` — Check-in date
* `@checkoutdate` — Check-out date
* `@accommodationname` — Property name
* `@nights` — Number of nights
* `@amount` — Total amount
* `@currency` — Currency
* `@channel` — Booking platform (e.g. Airbnb, Booking.com)
* `@bookingid` — Booking reference

The settings page shows a live preview of the final text using sample data, so you can see exactly how the description will appear on your documents.

## myDATA submission

Every document issued in Elorus is **automatically submitted** to myDATA, provided the option is enabled in settings.

<Warning>
  A myDATA failure **does not cancel** the Elorus document. myDATA failure management is handled within Elorus, not Etherly Sync.
</Warning>

## Manual send

<Steps>
  <Step title="Select checkouts">
    In **Bookings**, select one or more checkouts in `READY` status using their checkboxes.
  </Step>

  <Step title="Click «Send»">
    Use the **Send** button in the toolbar for bulk sending, or the button next to each checkout for individual sends.
  </Step>

  <Step title="Watch the results">
    Status changes to `SENT` (success), `SENT_WITH_ERRORS` (partial), or `ERROR` (failure). Error messages appear inline on failure.

    **myDATA delay:** If myDATA is not ready immediately after document creation, the status transitions to `WAITING_MYDATA_FINALIZATION`. The system automatically retries up to 9 times (\~17-hour window). If retries are exhausted, the status becomes `NEEDS_MANUAL_REVIEW` — the document was created successfully in Elorus; only myDATA finalization is pending.
  </Step>
</Steps>

## Bulk Send

Select multiple checkouts with checkboxes and click **Send Selected** to process them in batch.

## SENT\_WITH\_ERRORS status

This appears when the Accommodation Document and Payment Receipt were successfully issued, but the **Climate Resilience Fee** document failed.

**What to do:**

1. Check the error message on the Bookings page
2. Verify the fee category is correctly configured in Properties
3. Check that the tax rules in Elorus are current