The billing module marina staff use to create, issue, send, and track customer invoices.

1. What are Invoices & Invoice Settings?

This module covers the full lifecycle of a customer invoice. You can create invoices manually, attach them to existing bookings or boats, issue them, email them to boaters, and record payments. The Invoice Settings page controls what appears on every invoice your marina sends. These details include your legal name, address, tax information, payment terms, and logo.

2. How to Access It

  1. Log in to your marina's Metarina account.
  2. In the left navigation, expand Billing.
  3. Select Invoices to open the full invoices list.
  4. To manage invoice settings, go to Marina Settings and select the Invoicing tab.

3. Key Screens and Layout

Screen / Area What you use it for Typical daily tasks
Invoices List Screen You use this screen to see all invoices across your marina, with status, recipient name, and total shown per row. Check the status of recent invoices and spot any pro forma invoices that still need to be issued.
Filters Panel You use the filters to narrow the invoice list by customer type, invoice status (Pro forma, Issued, Cancelled, or Voided), issued date range, or amount range. Filter by Invoice Status to show only Pro forma invoices that still need to be issued.
Invoice Detail Screen You use this screen to view the full invoice, take actions, and check payment status on each line item. Issue an invoice, send it to a boater, or record a payment.
Customer Selection Step You use this step in the creation wizard to choose the boater and, optionally, a boat. Select the correct customer account before entering invoice details.
Invoice Details Step You use this step to set the due date and add a note for the customer. Enter payment terms and any message you want the boater to see on the invoice.
Billing Recipient Step You use this step to enter or confirm the name, email address, and tax details for the invoice recipient. Check that the recipient email is correct before issuing and sending.
Charges Step You use this step, labeled "Charges" in the wizard, to add new charges or attach existing uninvoiced charges to the invoice. Add a berth charge or marina service before saving the invoice.
Mark Invoice as Paid You use this modal to record a payment method, transaction note, and optional proof of payment for an invoice. Log a cash or bank transfer payment after a boater settles their invoice in person.
Invoice Settings Screen You use this screen to manage your marina's legal details, tax information, payment terms, logo, invoice and quote footers, and credit note numbering. Update your legal name, VAT number, or payment due days when your business details change.

4. Key Features

Feature What it does
Create Invoice Opens the four-step invoice creation wizard to start a new invoice for a boater.
Search Finds invoices on the list screen by invoice number, recipient name, or other identifiers.
Customer Type filter Filters the invoice list to show invoices for Individual or Business customers only.
Invoice Status filter Filters the invoice list by status: Pro forma, Issued, Cancelled, or Voided.
Issued Date Range filter Filters the invoice list to show only invoices issued within a selected date range.
Amount Range filter Filters the invoice list to show only invoices whose total falls within a minimum and maximum amount.
Clear All (Filters) Removes all active filters from the invoice list at once.
Download as .pdf Downloads the selected invoices as a PDF file.
Download as .csv Downloads the selected invoices as a CSV spreadsheet. For marinas connected to QuickBooks, this download uses a QuickBooks-compatible CSV format instead.
Download as .xlsx Downloads the selected invoices as an Excel file.
Download as .xml Downloads the selected invoices in XML format.
Export FatturaPA Downloads invoices in the Italian FatturaPA electronic invoicing format. Only available for marinas whose accounting tool is set to Fattura in Cloud, which in practice means Italian marinas.
PDF Downloads a single invoice as a PDF directly from the Invoice Detail Screen.
CSV (Invoice Detail) Downloads a single invoice as a CSV file from the Invoice Detail Screen export menu.
Excel (Invoice Detail) Downloads a single invoice as an Excel file from the Invoice Detail Screen export menu.
XML (Invoice Detail) Downloads a single invoice as an XML file from the Invoice Detail Screen export menu. For Italian marinas this option is replaced by Export FatturaPA.
Send Invoice Emails the issued invoice to the recipient email address stored on the invoice.
Issue & Send Issues a pro forma invoice and emails it to the recipient in one action.
Send Pro forma Invoice Emails the pro forma invoice to the recipient without issuing it. Records the timestamp of the last send.
Issue Invoice Converts a draft invoice to issued status, locks the line items, and assigns the final invoice number.
Cancel Invoice Cancels a pro forma invoice. Not available if the invoice has any paid charges.
Void Invoice Voids an already-issued invoice, where enabled for your marina. Restricted to managers, and not available if the invoice has any paid charges. Use this instead of Cancel once an invoice has been issued. Opens a panel where you must pick a reason from a dropdown before confirming; if you choose "Other," you must also type a short note explaining why.
Mark as Paid Opens the Mark as Paid modal to record a payment method, note, and optional proof of payment. It can also record a partial payment, in which case the invoice shows a "Paid to Date" amount instead of being marked Fully Paid.
Add Credit Opens the credit note wizard against an issued invoice, instead of editing the original invoice. Found on the invoice's Charges section. Walks through source invoice, details, credit lines, and review steps, requires a written justification, and produces a credit note that must be submitted for approval and then approved and issued (or rejected or voided) by someone with the appropriate permission before it takes effect.
Receipt Generated automatically once a transaction against the account is completed. View, download as a PDF, or email it to the customer, see Transactions & Payments.
Edit Opens the invoice creation wizard in edit mode to update details on a draft invoice.
Payment Due Days Sets the default number of days after the issue date that payment is due. Configured in Invoice Settings.
Invoice Number Prefix Displays the prefix applied to all invoice numbers for your marina. Managed by Metarina support.
Invoice Footer Adds a custom text block to the bottom of every invoice. Configured in Invoice Settings.
Quote Footer Adds a custom text block to the bottom of every quote. Configured in Invoice Settings.
Invoice Logo Stores a marina logo that appears on all invoices. Upload or remove it from the Invoice Settings Screen.
Company Information Stores your marina's legal name and invoice email address for use on all invoices.
Address Information Stores your marina's full address for use on all invoices.
Tax Information Stores your marina's VAT number, fiscal ID, and e-invoicing ID for use on all invoices.
Quote Number Prefix Displays the prefix applied to all quote numbers for your marina.

5. Statuses and What They Mean

Status / Badge Meaning What you should do next
Pro forma The invoice has been created but not yet issued. Line items can still be edited. Review the line items and click Issue Invoice when the invoice is ready to send.
Issued The invoice has been issued and its number and date are locked. Send the invoice to the boater and await payment.
Cancelled A pro forma invoice was cancelled before being issued. Create a new invoice if the charges still need to be invoiced.
Voided An issued invoice was voided after the fact, where voiding is enabled for your marina. Issue a new invoice if the charges still need to be billed.
Fully Paid All line items on the invoice have been marked as paid. This badge appears on the Invoice Detail Screen. No action needed. The invoice is settled.
Paid to Date (Partial Payment) The invoice has received a partial payment. This shows the running total collected so far, even though individual line items still only show Paid or To Be Paid. Follow up with the boater for the remaining balance.
Paid (green, line item) The individual charge on that line has been recorded as paid. No further action needed for that line item.
To Be Paid (yellow, line item) The individual charge on that line has not been recorded as paid. Mark the charge as paid once payment is confirmed.
Export FatturaPA (link shown) The invoice meets all validation requirements for Italian electronic invoicing, so the Export FatturaPA option is available. There is no separate "ready" badge, the link itself only appears when the invoice qualifies. Export as FatturaPA XML and submit to the SDI system.
Export FatturaPA (link hidden) The invoice has missing or invalid fields required for Italian electronic invoicing, so the Export FatturaPA option does not appear. Open the invoice and fix the flagged recipient or marina details, then check again.

6. Common Tasks

  1. Expand Billing, select Invoices, and click Create Invoice to start a new invoice for a boater.
  2. On the Invoices List Screen, use the Invoice Status filter to show only Pro forma invoices waiting to be issued, open one, and click Issue Invoice from the Actions menu.
  3. On the Invoice Detail Screen, open the Actions menu and click Mark as Paid to record a cash or bank transfer payment.
  4. On the Invoice Detail Screen, click Send Invoice to email the invoice directly to the boater.
  5. Go to Marina Settings, open the Invoicing tab, and update Payment Due Days or the Invoice Footer when your payment terms change.