Finance: invoices, quotes, payments, margins, reports

This chapter covers your clients' money: the invoices you send them, the quotes they accept online, online payment (Stripe) with deposits, margins (by villa, client, category or supplier, on what is booked or what is collected), the commissions of your suppliers and your business referrers, and reports. The subscription you pay to Vetexis is a separate subject, covered in chapter 14.

11.1 Who does what, by plan#

Field accounts never see any amount. Concierges see neither costs, nor margins, nor invoicing, nor the amount in online payment notices (“Online payment received.”, without an amount; chapter 12).

These screens are grouped under Finance in the sidebar: Invoicing, Quotes, Margins, Commissions, Referrers, Reports.

11.2 The details on your invoices#

Before the first invoice, fill in Settings › Invoices and quotes (chapter 13): company name, EU VAT number, address, IBAN and BIC, payment terms, default VAT (21% in Spain, 20% in France), My prices include VAT (11.3), number prefix, credit note prefix, invoice footer (legal notices, terms). Also add your logo in Settings › General: it appears on invoices, credit notes, quotes and payment pages.

Legal details. On the same page, the Legal details section takes the legal form (SAS, SARL, S.L.…), the share capital and your company number: SIREN or SIRET and RCS city if your concierge service is in France, company registration number elsewhere. A French concierge service finds them at the foot of every invoice, others under their address. A French concierge service under the VAT exemption for small businesses turns on the switch of the same name: its invoices then suggest “VAT not applicable, art. 293 B of the CGI”.

Payment terms. In the Payment section: the rate of late payment penalties (left empty, the invoice prints “Three times the statutory interest rate”) and the early payment discount (left empty: “No discount for early payment”). For a business client, a French concierge service also prints the fixed €40 compensation for recovery costs; never for a private individual.

Document colour. The Document appearance section offers five understated colours (Vetexis blue, navy, green, burgundy, slate grey) for the headings and the pattern of invoices, credit notes and quotes.

None of this is required to invoice. The compliance of your invoices remains your responsibility and your accountant's: a detail left empty is simply not printed, and the invoice is issued as normal.

11.3 Invoices#

The life cycle of an invoice#

Numbering: prefix, year, then a four-digit counter reset to 1 each year, assigned when the invoice is issued, with no gaps and never reused. With the default prefix “F-”, the first invoice of 2026 is F-2026-0001. The prefix is written without the year, which is added by itself. If you have left a year in it (“F-2026-”), it is ignored: your numbers stay F-2026-0001 in 2026, then F-2027-0001 in 2027, never “F-2026-2026-0001”. The issue date is always the same day: no backdating.

Why so strict. An issued invoice is an accounting document. It is never deleted and can no longer be changed: you cancel it with a reason, a numbered credit note offsets it, and it stays visible, marked as cancelled. A draft, on the other hand, can disappear without leaving a gap.

Prices excluding or including VAT#

By default, the price of a booking is a price excluding VAT: on the invoice, the default VAT is added to it.

If you quote your prices including VAT to your clients (common with a private clientele), turn on My prices include VAT in Settings › Invoices and quotes. The price of a booking is then treated as including VAT: the invoice works out the amount excluding VAT and the VAT, line by line, and its total stays exactly the price you quoted. In a draft, the columns become Unit (incl. VAT) and Total (incl. VAT). The setting is kept on each draft when it is created: changing it afterwards does not change invoices already started.

The setting also counts elsewhere: a booking's deposit is calculated on its price as it stands (otherwise on the price plus VAT, as an estimate), and a booking created from an accepted quote (or taken over by it) takes the price including VAT from the quote line.

The rate of a booking created from a quote. A booking created or taken over by an accepted quote keeps the VAT rate of its quote line (10% for a transfer, for example). The invoice, the deposit and the margins use this rate, not the default VAT: the client is invoiced at the rate they accepted. Other bookings take the default VAT.

The list#

Where: Finance › Invoicing.

• At the top, the balance due and the period's Summary: Invoiced (incl. VAT) and Collected, in the concierge service's currency. Invoices in another currency are never added in: one line per currency summarises them below (“USD: $2,000 invoiced incl. VAT, $0 collected, $2,000 outstanding”).
• Tabs: Drafts, Issued, Overdue, Paid, Cancelled, All, and Credit notes (credit notes are never mixed with invoices in the same list).
• Search by number or client, Filter by client, choice of period. A draft has no issue date: the period does not apply to the Drafts tab.
• Columns: Number, Client, Issued on, Due date, Total (incl. VAT), Paid, Balance, Status.
• An Online payment box (“Online payment connected” or Set up online payment) and links to Reports and statements and Margins.
• “…” menu: Export (CSV), Quotes.

Creating an invoice#

1. New invoice: a drawer opens.
2. Choose the Client.
3. Invoice content:
   • Bookings to invoice: their confirmed bookings (or in progress, or completed) not yet invoiced are shown; tick them. One line per booking, at its locked price, with the default VAT or that of its quote line (editable line by line in the draft). Bookings all in the same currency (the dollar, for example) give an invoice in that currency. This price excludes VAT, or includes it if My prices include VAT is on: the drawer says which. A booking without a price must be given one first. A booking already invoiced cannot be invoiced twice;
   • Free-form invoice: lines entered by hand (a negative price makes a discount).
4. Invoice options, all optional: Due date (otherwise the issue date plus the payment terms in the settings), Invoice language (otherwise the one on the client's record), VAT treatment (otherwise suggested from the client), Notes (printed on the invoice); for a free-form invoice, also the service period and the Currency. For bookings, the period and the currency come from the selected bookings.
5. Create draft. Everything can then be changed on its record.

An invoice's record#

It looks like the document itself: issuer, “Billed to”, lines, totals, notes, payment details (IBAN, BIC). As long as it is a draft, lines, due date and notes can be edited in place, and the totals are recalculated live; Save.

Actions by status:

• Draft: Issue (a confirmation reminds you that an issued invoice can no longer be changed), Delete draft (the bookings it carried go back to being invoiceable), PDF preview.
• Issued or overdue: Record a payment, Refund, Cancel invoice, PDF preview, Send by email (then Send again by email), and the Online payment section (11.5).
• Paid: PDF preview, Send by email, Refund.

PDF preview opens, in a window of the application, the real PDF the client will receive, with Download. A draft carries the word “Draft” as a watermark; an issued invoice is shown exactly as it was locked. Download PDF is also in the “…” menu.

Record a payment: Amount (at most the balance due), Date (never in the future), Payment method (Card, Bank transfer, Cash, Payment link, Other), Note (transfer reference, receipt number). The invoice becomes “Paid” by itself when the total is reached. A refund reduces the amount paid, without going beyond what has been paid. An online payment link still open for the old balance due is closed at the same moment (11.5): create one for the new amount.

Cancel invoice: a Reason is required (at least three characters; it appears on the PDF and in the log). An invoice that still carries its own payments cannot be cancelled: refund them first. Online deposits attached when the invoice was issued do not count: they are detached and become invoiceable again. A final invoice paid in full by its deposit can therefore also be cancelled, even when “Paid”. Cancellation immediately creates a numbered credit note (see below): “Invoice cancelled: credit note AV-2026-0001 created.” It also closes its online payment links: the client can no longer pay it.

The right-hand column sums up: Client, Total (incl. VAT), Already paid, Balance due, Issued on, Due date (in red if past), Settled on, Cancelled on and Reason, Credit note (the link to the credit note of a cancelled invoice), Sent by email (date and address of the last sending), Created, Modified, and the list of Payments.

Clients from all over the world#

Your clients come from everywhere: private individuals or companies, in Europe or elsewhere. The invoice adapts to each of them.

The client's billing profile. On the client record, Overview tab, the Invoicing section says whether the client is a private individual or a business, with the company name, the address (one or two lines, postcode, city, country), the EU VAT number, the company registration number (the SIREN for a French company) and a billing email if it differs from the one on the record. Everything is optional: without a profile, the invoice uses the name and email from the record, as before. A VAT number in an unusual format is accepted; a grey sentence simply invites you to check it.

An invoice's recipient. On a draft, “Billed to” shows what the invoice will print; Edit lets you change the recipient for this invoice only (another company, another address), and Use the client profile goes back to the profile. When the invoice is issued, the recipient is locked.

The Invoicing section of a draft (to the right of the invoice) sets:

• the invoice language: the client's if the PDF speaks it (French, English, Spanish), otherwise English. All the labels and all the notices on the PDF follow this language;
• the currency: the euro by default, or the US dollar, the pound sterling, the Swiss franc, the UAE dirham. The amounts on the invoice, in the list and on the online payment link are written in this currency, and the client pays in this currency. For a concierge service in the euro area, the PDF shows the exchange rate and the VAT amount in euros: the rate is the European Central Bank's on the day of issue, read and locked at that moment. Enter a rate lets you give your bank's rate (useful for the dirham, which the ECB does not publish); if the ECB does not respond and no rate has been entered, the invoice is issued anyway, without a rate;
• the VAT treatment, with a suggestion and its reason, “A suggestion to check with your accountant.” Vetexis never decides for you: the suggestion is shown, you keep it or choose another one, and Apply the suggestion brings it back;
• the date of service: one day, or a period “from … to …”. An invoice created from bookings receives it by itself (from the first to the last day of the bookings); it can be edited on the draft and is printed on the PDF. An end before the start is refused (“The end of the service is before its start.”), even if you change only one of the two dates: it is an impossible entry, not a compliance rule, and nothing else blocks issuing.

The VAT treatments offered.

A treatment without VAT sets the lines to 0%; going back to standard VAT restores the default rate. If your prices include VAT, choosing a treatment without VAT first brings each price back to its amount excluding VAT (incl. VAT ÷ (1 + rate)): a service quoted at €1,210 incl. VAT at 21% is invoiced at €1,000 without VAT, not €1,210. This applies when the draft is created (suggested treatment) as well as when you change treatment; going back to standard VAT adds the VAT again (€1,210 incl. VAT). A line that deducts a deposit always keeps its amounts. Be careful: some services (villa rental, transport, restaurant, event) are taxed where they take place, even for a foreign business. That is why the treatment remains a suggestion, to check with your accountant.

An issued invoice no longer changes. When it is issued, Vetexis locks on the invoice your identity (company name, address, legal details, logo, colour, IBAN), the recipient, the language, the currency and its rate, the VAT treatment and the notices. If you change your settings later, your past invoices stay exactly as they were issued. Invoices issued before this feature can still be read, with your current settings.

Deposit invoices. When a client has paid a deposit online (on a booking or a quote), New invoice shows it under their bookings, in Deposits received: Deposit invoice prepares a draft for the amount received, numbered in the same sequence as your invoices when issued, and immediately “Paid”. Later, the final invoice for these bookings deducts the deposit already invoiced (a negative line that refers to the deposit invoice): it only asks for the remainder. This line takes the amount excluding VAT and the VAT of the deposit invoice to the cent, without recalculating them: a deposit of €100.00 is deducted as €100.00 (not €99.99), and under a treatment without VAT it also deducts the VAT already invoiced (the client never pays it twice). In the draft, its amounts cannot be edited. A deposit invoice that has already been deducted cannot be cancelled on its own: cancel the final invoice first.

Refunded deposit. A deposit refunded in Stripe before it is invoiced is no longer offered if it was refunded in full; if refunded in part, it is offered for its net amount (€363 received, €63 returned: a deposit invoice of €300, immediately “Paid”). If it is refunded after its deposit invoice, that invoice is no longer paid: cancel it, and a credit note is created.

Deposits and currencies. A deposit is only deducted or attached in the invoice's currency: a deposit in euros never applies to an invoice in dollars. If you change the currency of a draft that carries bookings or deposits in another currency, a warning says so; nothing blocks issuing.

Deposit higher than the total. If the deposit already received is higher than the draft's total (a quote spread over several invoices, for example), the draft says so: it will not be attached when the invoice is issued, so allocate it by hand.

Sending an invoice to the client#

Three ways, as you prefer:

• Send by email: the invoice goes to the client, in your concierge service's name, with the up-to-date PDF attached (payments included). A window confirms the address (“The PDF is attached and sent to …”); the sending is recorded in the log and the record shows “Sent by email: on … to …”. Send again by email starts again at any time. The client record needs an email address: otherwise, the Add the client's email link takes you there. The button exists neither for a draft (no number) nor for a cancelled invoice (its credit note is what you send).
• A payment link by WhatsApp (11.5), so that the client pays online.
• Download PDF to send it yourself.

Credit notes#

A credit note is the document that cancels an issued invoice. It always comes from cancelling the invoice: you do not create one by hand.

• It has its own numbering, in its own sequence: with the default prefix “AV-”, the first credit note of 2026 is AV-2026-0001.
• It repeats all the lines of the invoice, as negative amounts: a credit note always cancels the whole invoice.
• It names the invoice it cancels (“Credit note for invoice F-2026-0012”) and the invoice's record links to it.
• It is final: it cannot be edited, cancelled or paid. It has neither a due date nor payments.
• It can be downloaded as a PDF, in the concierge service's colours, and sent by email like an invoice.
• It does not count in the balance due or in the list's summary (the cancelled invoice no longer counts there anyway).

You will find them in the Credit notes tab of invoicing. Invoices cancelled before credit notes were introduced do not have one, and none is created afterwards.

To correct an issued invoice, cancel it (the credit note is created), then issue a new, correct invoice.

The accounting export#

Export (CSV): the issued invoices and the credit notes whose issue date falls within the chosen period, drafts excluded: number, date, client, currency, excl. VAT, VAT, incl. VAT, paid, status. Each amount is read in the currency of its line: do not add them up across currencies. A credit note appears with the status “credit note”, with negative amounts. The file opens in Excel (semicolon separator, decimal comma). Each export is recorded in the access log.

11.4 Quotes#

A quote presents the client with their services, the total and the deposit; they accept it online.

The life cycle of a quote#

Draft → Sent → Accepted, Declined or Expired. The number is assigned when the quote is sent, in a series separate from invoices (“D-2026-0003” with the default prefix “D-”). A sent quote is locked; only the permission given to the assistant to send the link again can still change. A sent quote whose validity date has passed becomes Expired by itself.

The list#

Where: Finance › Quotes. Presets All, Drafts, Sent, Accepted, Declined, Expired; search by number, title or client. Columns: Number, Client, Title, Total (incl. VAT), Deposit, Valid until, Status. Statuses stay simple: Draft, Sent, Accepted, Declined, Expired.

Preparing a quote#

1. New quote (or Prepare a quote from a booking's drawer: the client and the booking are already there).
2. Client, optional Title (“August stay in Marbella”).
3. Services: free lines, or Add a service from the catalogue, or the booking you came from; for each one the description, the Quantity, the Unit price excl. VAT, the VAT, and a Proposed slot (date and time).
4. Add a discount (optional): as a Percentage or an Amount excl. VAT, with an optional Label (“Loyalty discount”, “Goodwill gesture”), on The whole quote or on a single line. A discount is not a service: it shows under the lines (“Discount 10%” and its amount, with a pencil and a bin). It applies to the amount excluding VAT, before VAT; with several VAT rates, it is spread in proportion to each base and the VAT is recalculated on the discounted bases. An amount larger than what it discounts is reduced to that amount: the quote never goes negative. The totals read as on the PDF: Subtotal excl. VAT, the discount, Total excl. VAT, VAT by rate, Total incl. VAT.
5. Terms: Valid until (suggested as today plus the duration in the settings, 30 days by default; left empty, the date is set when the quote is sent), Client's language (the one on their record by default), Deposit requested on acceptance (None, Percentage of the total incl. VAT, Amount; the percentage from the settings is suggested), Payment terms (“Balance 7 days before arrival”), Terms and remarks (cancellation, what is or is not included). The currency is the concierge service's.
6. Create as draft (nothing is sent: you review it on its record) or Create and send (the record opens straight on sending).

On a draft's record, the lines and the discount are edited on the quote itself (Save), and the terms in the Terms card (Edit, then Save). A saving error is always shown.

Sending#

Send locks the quote (number, public link) and offers: Copy link, Send by WhatsApp, Send by email to …. After that, Send again sends the same link. View as the client opens the public page.

The The assistant may send this link again if the client asks for it switch allows the assistant to send it again if it is asked for again (never a new quote, never a price).

What the client sees#

A page in their name, in their language, without logging in: the concierge service (logo, name), the services, the totals, the validity, the deposit, the terms, Download PDF. They can:

• Accept the quote: they enter Your name and tick “I accept this quote, its amounts and its terms.” Their name, the date and time, a fingerprint of their IP address (never the address itself) and their browser are kept as proof of acceptance;
• Pay the deposit straight afterwards, by card, into the concierge service's Stripe account;
• Decline, with an optional reason.

What happens on acceptance#

• Lines that propose a slot become booking requests (status Requested), to be confirmed by the team; bookings taken over by other lines are attached to the quote. In both cases, the booking takes the price and the VAT rate accepted on the line, discount deducted (the share of the discount that falls on this line; the line's price incl. VAT if your prices include VAT): the invoice made from these bookings comes to exactly the accepted quote, a line at 10% stays at 10%, and the margins are right. An older quote whose discount was a line with a negative price is handled the same way.
• Nothing is confirmed automatically, even with the deposit paid: “Services remain subject to confirmation by the concierge service, depending on availability”, the page tells the client.
• The team is alerted (in the application, and on WhatsApp for managers) when the quote is accepted or declined.

The quote's record then shows: Sent, Accepted, Signed by, IP address (fingerprint), Browser; the Online deposit (“Deposit link for €1,200”, amount left to pay); the Bookings created.

11.5 Online payment (Stripe)#

The principle#

Your clients pay by card, on a secure page. The money goes straight into the concierge service's Stripe account, in your name: Vetexis does not touch it. Card details never pass through Vetexis or through you.

Connecting the account#

Where: Settings › Online payment. Who: the owner and managers; accounting sees the status.

1. Connect Stripe: Stripe's form opens (identity of the director, company, bank account: about ten minutes).
2. When you come back, the status is shown: Stripe form to finish, Awaiting verification, Active or Payments disabled. Refresh reads the status again; Resume the Stripe form or Update my details if Stripe is still waiting for something.
3. Details: Payments (Accepted or Not yet), Payouts to your bank (Enabled or Not yet), Connected on.

Fees and refunds. Vetexis takes no commission by default (on top of Stripe's fees). Refunds and disputes are handled in your Stripe dashboard; they are reflected in Vetexis.

Payment links#

A link is created from:

The amount is always calculated by Vetexis, from the invoice, the booking or the quote: neither the page, nor the browser, nor the assistant sets it.

Each link is shown with its amount and its status (Awaiting payment, Paid, Cancelled, Refunded) and a menu: Copy link, Send by WhatsApp (the message goes out in the client's language: French, English, Spanish, Italian, German or Portuguese, otherwise English), The assistant may send it (it will only send it if the client asks how to pay), Cancel the link.

A link that is no longer valid closes by itself. An open link becomes “Cancelled”, in the same step, when its invoice is cancelled, when a payment recorded or refunded changes the balance due (unless it is exactly the new balance due), when its booking is cancelled, declined or expires, or when its quote expires. A link replaced by another amount is cancelled too. The Stripe page the client may already have opened is closed at Stripe; in any case, it only stays open for an hour at most. At the moment of payment, Vetexis reads the invoice, the booking or the quote again: a link that is no longer valid is refused (“This payment link is no longer valid: ask your concierge service for a new one.”). The assistant can only send a link that is still open.

What the client sees#

A page in their name, in their language: the concierge service, what is being paid for, the amount, and Pay €1,200, which opens the Stripe payment page. On returning: “Payment received. Thank you: the concierge service has been notified.”

What happens next#

• The payment is recorded automatically as soon as Stripe confirms it, for the exact amount of the link. On an invoice, it is added to the payments and the invoice becomes “Paid” when the total is reached.
• A payment that arrives for something that should no longer be paid (cancelled link, invoice cancelled or already paid, booking closed, deposit already paid) is still recorded, since the money is in your Stripe account. The team receives a clear notice (“Payment received on a cancelled invoice: €500 from … To be refunded from your Stripe dashboard, or allocated by hand.”) and the log records it. A refund made in Stripe then comes back by itself.
• The team is alerted (“Online payment received: €1,200”).
• A refund made in Stripe comes back by itself; a bank dispute is flagged.
• A deposit received does not confirm the booking: confirmation remains a step taken by the team.

11.6 Margins, commissions and referrers#

Margins#

Where: Finance › Margins.

The bookings sold (confirmed, in progress or completed) that start within the period. With Group by, you see them by Booking, Client, Villa, Category, Service or Supplier:

• by villa: the profitability of each property over the period; bookings not linked to any property are grouped in a No villa line;
• by client: what a VIP client really brings in over the year;
• by category: transfers, chefs, excursions, cleaning… to see what is most profitable;
• by supplier: the volume sent to each partner and what they leave you.

Period: the usual presets (month, quarter, current year…) and past years (Year 2025, Year 2024…), or dates of your choice.

Margin = net sales − supplier cost + supplier commission − referral commission. The sale is the booking's locked price, excluding VAT (if your prices include VAT, the VAT is taken out, at the quote line's rate for a booking created from a quote). Rate = margin / sale. The same margin is shown in a booking's drawer (Amounts section), in a client's value and in the internal report.

At the top, the totals: Net sales, Collected (with the amount left to collect), Costs, Commissions (with referral commissions deducted), Margin and Margin rate. Each column of the table is sorted with a click on its heading. A click on a line (a villa, a client, a category…) opens the list of its bookings; a click on a booking opens its record. From a client's record, Profitability over the year opens this detail directly.

A booking without a price counts as zero and is flagged “unpriced”: a figure that looks too good should not mislead anyone. Set its price for an accurate margin.

Booked or collected#

The Booked / Collected selector changes the basis of the calculation:

• Booked: the margin on the locked prices of the bookings, whether or not the client has paid;
• Collected: the real margin, on the money actually received for these bookings. It counts payments linked directly to the booking, deposits, and invoice payments, spread across the invoice's positive lines in proportion to their amount (as in the owner report). A deposit invoice counts for the booking (or the quote's bookings) the deposit came from: issuing the deposit invoice and then the final invoice does not change the amount collected. Example, VAT at 21%: €1,000 excl. VAT, a deposit of €363 incl. VAT paid online, collected €300; deposit invoice issued, still €300; final invoice of €847 (deposit deducted), still €300; €400 received on the final invoice, collected €300 + 400 × 1,000 / 1,210 = €630.58. The line that deducts the deposit does not reduce the booking's share of a euro received. The amount collected is counted excluding VAT when VAT applies, and net of refunds, whatever the payment date. Real margin = collected − supplier cost + supplier commission − referral commission. The Left to collect column shows what is missing to reach the sale.

Several currencies#

If you have bookings in several currencies over the period, the amounts are never added together across currencies and nothing is converted behind the scenes. The screen shows one currency at a time (the euro by default) and the Currency chip lets you switch to another; a sentence under the totals reminds you of the other currencies present.

Supplier commissions#

Where: Finance › Commissions.

Some suppliers pay you back a commission (a kickback) on each booking you send them. The expected amount is the one calculated on the booking (the service's rate, otherwise the supplier's). For the chosen period, the screen shows:

• the Expected, Received and To receive totals;
• the By supplier table (a click shows only that supplier's bookings);
• the list of bookings, with their status To receive or Received.

To record a payment: Received on a line (you can correct the amount and the date and add a note), or tick several lines, a whole month for example with Select all, then Mark received. Mark to receive goes back. A supplier's statement (supplier record, chapter 9) also shows, under each job, the expected commission and whether it has been received.

The supplier commission counts in the margin whether it has already been received or is still to be received.

Business referrers#

Where: Finance › Referrers.

A business referrer is someone who introduces clients to you (a hotel, an agency, a friend of the house) and to whom you pay a commission on their bookings. These screens sit under Finance, not under Clients, because they are sums to be paid out, reserved for finance.

1. New referrer: name, contact, email, phone, default rate (in %) and the calculation basis: On the net sale price or On the margin.
2. On a client's record (Overview tab, Business referrer section), choose the referrer who introduced them.
3. On each confirmed booking for this client, the referral commission is calculated and locked with the referrer's rate and basis at that moment. As long as it has not been paid, it follows the booking's price if that changes; once paid, it no longer changes. If the booking is cancelled before payment, the commission is cancelled too.
4. A specific booking can have a different referrer: in the booking's record, Business referrer section, choose them (or The client's).

Attaching a client does not change bookings already confirmed: only those confirmed afterwards give rise to a commission.

The list shows, for each referrer, their terms, the clients referred, the volume referred (net sales of the confirmed bookings of their clients), what is still to pay and what has been paid. Their record repeats these figures, their contact details, their clients, and the register of their commissions: choose a period (a month, for example), tick the lines, Mark paid with the payment date and a note; Mark to pay goes back. An archived referrer no longer earns new commissions.

The referral commission is deducted from the margin, on the booked basis as well as on the collected basis.

Exports#

Each screen has its own Export button (a CSV file for Excel, semicolon separator): margins with the grouping, basis, period and currency displayed; supplier commissions; referral commissions; and, on a supplier's record, their statement. Each export is recorded in the access log.

11.7 Reports#

Where: Finance › Reports.

Weekly, monthly or yearly summaries as PDFs, in the concierge service's colours.

Three scopes#

The margin never appears in a report meant for an owner or a client: it is not hidden, it is not even calculated. No client name goes into a business report or an owner report (counts and amounts only), since an owner report circulates outside the concierge service. The A client report, on the other hand, carries the client's name as its title (it is meant for them); no other client appears in it.

What a report contains#

• the bookings that start within the period, by status and by category (with their revenue; in the internal report only, the cost and margin of each category);
• the revenue booked (locked prices, genuinely excluding VAT: for prices including VAT, the VAT is taken out as on the Margins screen) and the amount collected (payments minus refunds, as received);
• the margin (internal report only), calculated exactly like the Margins screen: net sales − cost + supplier commission − referral commission;
• amounts are in the concierge service's currency; bookings and payments in another currency are never added in and are summarised separately, currency by currency (“Other currencies”);
• active clients;
• the team's responsiveness (requests handled, average reply time);
• the assistant's replies approved without changes;
• the best-selling services;
• for a property: nights booked, occupancy rate, stays (dates and number of guests), services sold.

Scheduled reports#

Every Monday at 8 am (the concierge service's time), the internal weekly report for the past week; on the 1st of each month at 8 am, the monthly one. They are emailed to the concierge service's owner and to the managers. Only one per period.

The monthly report sent to a property owner#

Pro and Network plans. On a property's record, Owner section, tick Send the owner the report every month (chapter 10). On the 1st of each month, from 8 am, the “A property” report for the past month is then sent by itself, as a PDF, to the property owner's email, in the concierge service's language. Like every owner report, it contains neither the margin nor client names.

• The box requires the owner's email; removing the email turns the sending off.
• Only one report per property per month, even if the process runs again.
• An archived property no longer receives a report.
• The report sent appears in Finance › Reports, like the others, with its recipient.

Requesting a report#

1. New report.
2. Type: Weekly (any day leads to its week from Monday to Sunday), Monthly or Yearly (from 1 January to 31 December); the Week, the Month or the Year. The yearly report is never sent by itself: it has to be requested.
3. Scope: Business, A property (choose the property), A client (choose the client).
4. Report language (by default, the concierge service's language).
5. Send to: up to ten email addresses; the PDF is attached and sent as soon as it is ready. Optional.
6. Create report: it is prepared in a few seconds; the record updates by itself.

A report's record shows the data preview, Download PDF, and the Distribution (Margin included or not included, Language, Requested on, Rendered on, Sent to, Send again if the email did not go out).

11.8 Examples#

The end of a stay. The Van Dijk family leaves Villa Azur. The accountant opens New invoice, chooses the client, ticks the rental and the chef's three dinners, creates the draft, adjusts the VAT on one line, Issue. The client had paid a deposit online: it appears in the payments. She creates the link for the balance due and sends it by WhatsApp. The client pays that same evening; the invoice becomes “Paid” by itself.

A quote for a full stay. Sofia prepares “August stay in Marbella”: the villa, a boat on 12 August, a chef on the 14th, with a 30% deposit and a validity of ten days. She sends it by WhatsApp. The client opens it, accepts it and pays the deposit. Three booking requests appear in Bookings › To approve: Sofia confirms them one by one after checking with the suppliers.

The owner's report. On Villa Azur's record, Sofia has ticked Send the owner the report every month. On the morning of 1 September, the owner receives the August report by email: occupancy, stays and services sold, without the concierge service's margin or client names. For an English-speaking owner, Sofia can also request an “A property” report in English by hand, sent to their address.

The profitability of a villa and a partner. In January, the founder opens Margins, chooses Year 2026, Group by › Villa and the Collected basis: Villa Azur brought in €38,000 of real margin, with €4,200 still to collect on two December stays. A click on the line shows its bookings one by one. With Group by › Category, private chefs come out ahead of transfers. The Puente Romano hotel, referrer of three VIP clients at 10% of net sales, is owed €6,300: on its record, the accountant chooses December, ticks the commissions and Mark paid on the day of the transfer. In Commissions, she ticks the December kickbacks from the boat hire company and Mark received when its transfer arrives.

An invoice to correct. The accountant notices that an issued invoice has the wrong number of nights. She cancels it with the reason “wrong number of nights”: credit note AV-2026-0004 is created. She issues a new, correct invoice, then Send by email for the invoice and for the credit note.