From Christmas drinks to company outings: How to automate invoicing for corporate bowlers

At that point, the hangover often sets in for you, or your administration, before the party's even over. Because business clients don't just pay quickly with a Tikkie or debit card. They want a proper invoice. In the name of the holding company. With the correct cost center number. And oh yes, please email it to the accounts payable department, not to the person who booked the court.

Business bookings are invaluable, but often a hassle administratively. Especially if you have to manually retype everything from your reservation system to Word or your accounting software. One typo in the IBAN or amount, and you're back to chasing your money.

There's a smarter way. Much smarter. With the Invoice module in i-Reserve you can automate the paperwork for your business bowling. This frees up your time for your guests, while the reservation system handles the paperwork.

1. Get rid of loose notes: Companies in your system

The foundation of smooth administration is knowing who you're dealing with. Often, "John from HR" books the outing, but the invoice needs to go to "Large Enterprise BV." In a standard calendar, it's difficult to separate these two.

In i-Reserve you can approach this systematically. You can create Companies as an "umbrella" above your contacts.

• You enter the company's master data once: Chamber of Commerce number, VAT number and the specific billing address.
• Then you link the contact person (Jan) to this company.

The big advantage? The next time Jan calls for a summer get-together, the system immediately knows to send the invoice to the office. You can even set up the routing: the reservation confirmation goes to Jan, the invoice automatically goes to inschrijvingen@groteonderneming.nl. No confusion, no double entry.

2. From reservation to invoice in one click

You're an entrepreneur, not a typist. Why retype the information already in your reservation (date, number of courses, packages, snacks) into an invoice program?

In i-Reserve the reservation is the source. With a single click, the system generates an invoice based on the booked items.

• Draft phase: The system will first create a draft invoice. You can review it at your leisure. Want to add an extra round of drinks? No problem.
• Final: Is everything correct? Then you finalize the invoice. The system automatically assigns a unique invoice number (essential for the tax authorities) and sends it directly to the customer as a PDF.

You can even automate this process with triggers. For example, as soon as a reservation reaches "Completed" status, the invoice is automatically generated and sent. You don't have to worry about it anymore.

3. Before, after or in parts: You decide

Corporate groups can be fickle. "Can we pay for the court rental upfront and then charge for drinks later?" Or: "We'd like to make a 50% deposit."

Manually, this is a mathematical puzzle. In i-Reserve , it's a standard feature.

• Partial invoices: You can easily split an invoice. Send an invoice now for the down payment. The system remembers exactly what's still outstanding and prepares it for the final invoice after the outing.
• Group invoices: Do you have a company league where the same company comes bowling every Tuesday night? Don't send them a separate invoice for each night (that'll drive them crazy), but combine the draft invoices. At the end of the month, send one clear, group invoice with all the match dates. This saves them the hassle of posting and you the transaction costs.

Tip: Start at the beginning (The Quote)
For large company outings, think 8 lanes plus a lavish buffet, a quote is often provided. Did you know you can create one in i-Reserve ? With the Order module, you first send a clear quote. If the customer accepts, you can convert the order into a reservation with a single click and then into an invoice. The data travels with you throughout the entire process. This way, you present yourself professionally, from the first request to the final payment.

4. The accountant is happy again (Export)

Sending an invoice is the first step. But that invoice also needs to be entered into your accounting system. If you still have to retype all the PDFs into Exact or Twinfield at the end of the month, you'll still waste time.

i-Reserve integrates seamlessly with most major accounting packages, including Exact (Globe & Online), Twinfield, Snelstart, AFAS, Visma, and Moneybird. The export module allows you to send financial data directly to your general ledger accounts.

• The bowling alley's revenue is neatly credited to the 'Court Revenue' account.
• The bitterballen go to 'Hospitality Turnover'.
• The VAT is correctly split.

The result? Your administration is always up-to-date, your balance sheet is accurate, and your accountant needs to make fewer corrections. That saves on accounting fees.

You provide the hospitality, we provide the logic

Hosting business groups is a specialized job. You have to ensure atmosphere, service, and quality. That's what you excel at. Leave the administrative hassle to software designed for that.

Automating your invoicing projects a professional image. Your clients receive accurate invoices at the right time, and you get paid faster. This makes that busy December not only enjoyable for your revenue but also for your peace of mind.

Tired of manually typing invoices?

Want to experience for yourself how much time you'll save when the system works for you? Try i-Reserve free for 30 days . Connect your first company, create a trial invoice, and discover the convenience. No obligations, just instant insight.