How do invoices work in Amelia?

Invoices in Amelia allow you to automatically generate and send professional billing documents for appointments, packages, and events.
For example, if a client books multiple yoga sessions or an event ticket, Amelia creates an invoice showing all booking details, prices, taxes, and payment status — giving both you and your customers a clear and professional transaction record.

How do I enable automatic invoice sending?

To enable automatic invoice generation and delivery, go to Amelia → Settings → Notifications.
Activate the option Send invoice to customer by default, and then select the invoice format — either PDF or XML.

When this option is enabled, an invoice is automatically sent to every customer after booking — regardless of the payment method (on-site, Stripe, PayPal, WooCommerce, etc.).
Amelia includes all relevant payment information in the invoice:

• On-site payments: show only the total price of the booking.

• Online payments: display the total, paid amount, and any remaining balance.

Where can I view and manage invoices?

All generated invoices are available in Amelia → Finance → Invoices.
This section provides a full overview of your issued invoices, with options to search, filter, and review them.

Click Details next to any invoice to open additional options.

How do I preview, download, or send invoices?

When you click Details for an invoice, you can:

• Preview it in a new browser tab (always in PDF format).

• Download it as either PDF or XML.

• Send invoice to the customer’s registered email address.

What details appear on an invoice?

Amelia invoices include company, customer, and booking information in a structured layout:

• Top right corner:

  • Company logo, name, address, email, phone number, and VAT number
    (all pulled from Amelia → Settings → Company Settings)

• Top left corner:

  • Invoice name (Invoice)

  • Invoice number (auto-generated, starting from #0001)

  • Issue date (date of booking)

Below the header, invoices show:

• Customer information: name, email, and/or phone number.

• Custom fields: appear as “Additional Information” if filled in, or as label: / if empty.

• Booking details table:

  • Item – service, package, or extra

  • Unit price – including or excluding tax (depending on your tax settings)

  • Quantity – number of items booked

  • Tax rate and Tax amount

  • Total price – per line and overall

At the bottom:

• Subtotal, Tax, Total (incl./excl. tax)

• Paid and Left to pay

• Payment method (Stripe, PayPal, On-site, etc.)

What is the difference between PDF and XML invoices?

When choosing the invoice format in Settings → Notifications, you can select between PDF and XML.

• PDF invoices are visually formatted, easy to read, and ideal for customers — serving as a receipt for bookings.

• XML invoices follow the EN 16931 EU e-invoicing standard, required for compliance across the European Economic Area (EEA).

The XML format ensures your invoices meet EU regulatory requirements for digital business transactions.
If you want to verify or inspect the structure of your XML invoice, you can upload it to the ecosio.com PEPPOL e-invoice validator to confirm compliance and detect configuration errors.

How can I change the starting invoice number?

By default, Amelia numbers invoices sequentially starting from #0001.
If you’d like to start from a higher number, you can manually adjust this through your database.

To do this:

1. Open your WordPress database using a tool such as phpMyAdmin.

2. Find the table named your_prefix_amelia_payments (note that wp_ is the default prefix but may differ on your site).

3. Sort the invoiceNumber column in descending order to see the highest current number.

4. Edit that number to be one less than the number you want next.

   • Example: If the highest number is “7” and you want the next invoice to be #0026, set this value to 25.

Final notes

• Editing invoices is not possible. Amelia generates them automatically using a predefined structure.

• The XML format complies with the EN 16931 EU standard, ensuring full legal compatibility within the EEA.

• The PDF format serves as a simplified visual receipt for customers.

• If your business requires a specific invoice structure not supported by Amelia, consider using an external invoicing tool alongside Amelia’s billing records.

• Invoices are automatically sent to all bookings, regardless of payment method.

• Both formats are permanently stored and accessible in the Finance → Invoices section.