Once an itinerary is approved, TripLoft builds the invoice for you. Every booked item becomes a line with its payment schedule beneath it. Send it as-is, or break individual lines into itemized costs so the client sees what they're paying for.
The invoice pulls from each item's pricing and payment setup, so do that first. See Configure Pricing for Proposal Components and Payment Schedule & Authorization Requests.
Approve an itinerary first
Invoicing lives on the trip's Payments tab, under Finances, but it's gated behind approval. Until a proposal is approved, the tab shows a selector asking which itinerary the client is going with. Pick one and click Submit. That proposal becomes the Itinerary, the rest are archived, and Generate Invoice appears.
This applies even with a single proposal. It still needs approving.
Generate the invoice
In the Expected Payments section, click Generate Invoice. The popup summarizes what's included and its total, and gives you four fields:
Invoice Number: auto-generated, editable
Issue Date: defaults to today
Description: an intro note near the top of the invoice, 200 characters
Memo: a closing note at the bottom, for payment instructions or a thank-you, 200 characters
Click Create Invoice. This also publishes the latest trip updates.
What's on the invoice
The invoice opens in its own view with Edit details, Download PDF, and Share Invoice at the top right.
It carries your agency branding and Terms & Conditions link, the trip and traveler details, the remaining balance with an Authorize Payment link, your intro note, and one line per booked item. Beneath each line sits a Payments table with that item's schedule, the booking supplier, and links to its Terms & Conditions and Cancellation Policy.
Good to know: The Payments table only appears once the item has a payment schedule. Without one, there's nothing to show.
Break a line into itemized costs
Optional, and done per item wherever you want the extra detail. Split a flight into base fare, taxes, seat, and meal, or a hotel line into Guest 1 and Guest 2. There are two ways in, and they stay in sync: a breakup built in one place appears in the other.
I. From the item's Invoice tab
Open the item's edit drawer and click the Invoice tab.
Good to know: Price the item first on its Pricing & Booking tab. A $0 item reads as overpaid the moment you add a breakup line, because there's no total to allocate against.
II. From the invoice itself
On the generated invoice, click Edit details. Line items and their costs are locked, since they come from the trip's bookings, but you can add a description per line, split a line into sub-items, and edit the intro note. Click Save changes.
This is the faster route across several items, and lets you fix things in place once you can see the whole invoice.
How the allocation works
Each breakup line takes a description, quantity, and unit price, and the amount calculates itself.
A tracker shows how much of the item's total you've allocated and how much is left, turning green at Matches total. The breakup has to equal the line total before it saves, and Allocate remaining to last row drops any leftover into the final line. Saved breakups appear under that item on the invoice, above its Payments table.
Download, share, and save
Download PDF opens a print preview where you pick pages, set margins, and choose Save as PDF.
Share Invoice opens an email composer. Add your message and send.
Whether the invoice lands in the trip's Documents depends on what you do next:
Sent by email: saved automatically.
Not sent/clicking back button: TripLoft asks whether to save when you click back. Choose Yes.
