Step-by-Step Guide to VC Integrated Invoicing
Keeping track of your subscription payments is now easier than ever! With our new invoicing feature, you can view and pay your Vacation Creations CRM subscription directly from within our system—no more external invoices or manual tracking.
In this guide, we’ll walk you through how to use the new invoicing system, what to expect, and what’s coming in the future.
PLEASE NOTE: For your first payment (February 2025), no changes can be made—it will follow the exact same format, frequency, and amount as before. The only difference is that instead of receiving a QuickBooks invoice, you will now pay directly within your VC dashboard (Settings > Invoices)
How to Access Your Invoice
1️⃣ Log into your Vacation Creations CRM account.
2️⃣ Navigate to Settings & Click on Invoices from the dropdown.
3️⃣ Your latest invoice will be available based on your current payment schedule (monthly, quarterly, or annually).
4️⃣ Click Pay Now to complete your payment securely.
(Scroll down to view more details and screenshots)
What’s New & What Stays the Same
✅ Same Payment Schedule (for 1st invoice): If you paid annually before, you’ll still be invoiced annually. The same goes for monthly and quarterly payments.
✅ Agency-Level Billing: If you’ve paid for your entire agency in the past, this will continue—but after paying this invoice, you’ll have the option to allow individual agents to pay for their own subscriptions.
✅ Customizable Billing Options: Agency owners can assign payment responsibility to individual agents and allow agents to choose the frequency they works best for them.
✅ More Payment Flexibility: Individual agents will be able to choose between monthly, quarterly, or annual billing based on their preference.
✅ Easy Reactivation: If an agent misses a payment, their account will be temporarily deactivated, but their data remains safe. (The owner also has the option to make a payment on behalf of the individual agent.) Once payment is made, full access is restored immediately.
New Agent Signups:
For new agents signing up, the system will automatically prorate their first payment based on their signup date and selected billing cycle—whether monthly, quarterly, or annually. This ensures they only pay for the remaining days in the current billing period, making onboarding seamless and fair.
This new invoicing system is just the beginning of the powerful enhancements coming with Vacation Creations v3. Our goal is to make managing your travel business smoother, simpler, and more efficient.
✅ Log in today to view your invoice and experience the new system!
How to Access Your Invoice
Log into your Vacation Creations CRM account.
Navigate to Settings & Click on Invoices from the dropdown.
Turn on Invoicing and Choose Billing Frequency
When adding a new agent or editing an existing agent, you can choose who will be responsible for their subscription payment.
✅ Turn on invoicing for an agent by enabling the toggle—this allows them to pay their own subscription.
❌ Leave the toggle off if you, as the agency owner, will continue covering their subscription cost.
Once invoicing is turned on for an agent, they can select their preferred billing frequency (Monthly, Quarterly, or Annually)
This gives you flexibility in managing agency-wide payments while allowing agents to take control of their own subscriptions if needed!
Managing Agent Invoices & Payments
This screen provides a clear overview of your agents’ subscription invoices, allowing you to manage payments efficiently.
Here’s what you’ll find:
• Invoice Date – The date the invoice was generated.
• Agent Name – The name of the agent associated with the invoice.
• Amount Due – The total amount based on their selected billing frequency (Monthly, Quarterly, or Annually).
• Due Date – The deadline for payment.
• Status – Displays whether the invoice is Paid or Unpaid.
• View Invoice – Click the 👁️ (eyeball icon) to see the full invoice details.
How to Pay Invoices
You can select one or multiple agents from this screen and choose to pay only the selected invoices, making it easy to manage payments for your team as needed.
This streamlined process ensures that you have full control over your agency’s billing while keeping everything transparent and accessible!
Absolutely. You can mail a check as long as it is within 10 days of your due date.
For now, yes. We are working on something to eliminate the need for this.