The booking voucher: preview, print, language

Why	Give the guest written confirmation of the booking — by email, or on paper at the desk.
Who	Front desk staff and administrators who receive guests and field the “where is my confirmation?” question.
What you’ll get	Open the voucher preview, print it through the browser, choose the email language, and send the voucher to the guest — automatically, on cancellation, or by hand.
Limitations	A voucher confirms the booking; it is not an invoice. The system does not produce a PDF file — the printed version comes from the preview via the browser’s print dialog. The system template is fully translated into Russian, English, and Ukrainian; the five other language choices show English text.

The voucher is the only printable document the system generates for a booking. It confirms to the guest that the booking exists — you can email it or print it right at the desk when the guest asks for a confirmation in hand.

A voucher has nothing to do with the booking’s money: it collects and takes nothing, it only confirms. That is why this article lives next to the money section rather than in it — taking payments and online payment links are its neighbors.

What the voucher is

A voucher is a booking confirmation for the guest. Not an invoice: the booking’s money lives on the card — in the “Finances” block of the header and on the “Payments” tab — while the voucher only states that the booking exists.

A voucher is usually needed in two situations: the guest asks for confirmation before arrival, or wants one in hand at the desk.

There are two printing scenarios around a booking:

• the voucher — the booking confirmation, the subject of this article;
• scans of the guest’s documents — scans attached to the booking can be printed too.

Everything else stays on screen: the system does not generate PDF files for a booking — the printed version is assembled by the browser from the preview.

Preview and printing

1. Open the booking card — from the “Bookings” list or by clicking the booking’s bar on the Planner.
2. Go to the “Messages” tab.
3. Click “Send voucher” — the voucher preview opens.

Result: the voucher is in front of you in preview — printing goes straight from there through the browser’s standard print dialog. For a paper copy to hand to the guest, there is nothing extra to download.

The preview is exactly what the guest will see in the email or on the printout. Give it a quick look before printing or sending: a mistake is easier to catch now than after the email has gone out.

The voucher language

When you send a voucher by hand, you pick the email language — from eight locales: English, Russian, Ukrainian, German, French, Spanish, Italian, and Polish.

One caveat worth knowing up front: the system voucher template is fully translated into Russian, English, and Ukrainian only. The other five choices — German, French, Spanish, Italian, and Polish — produce English text.

So the system does not promise “a voucher in eight languages” today: the choice in the list is always there, while the full translation covers three languages. Which language was used for a particular send is visible in the Language column of the sending history.

Send the voucher to the guest

The voucher reaches the guest in three ways.

Automatically when the booking is created. The voucher email goes out on its own — this is configured and works by default, with nothing to click. The language of that email: the guest’s language; if the guest has none set — the hotel’s setting; otherwise Russian.

On cancellation. There is no separate “Cancel booking” button on the card: click the status button in the header (for example, “Confirmed ▾”), choose “Canceled”, and confirm the change. The system will then ask: “Send the guest a voucher?” (“The status will be changed. Send the guest a voucher by email?”) — with “Don’t send” and “Send” buttons to choose from.

By hand at any moment — when the automatic email is not enough or the guest asks for the confirmation again:

1. Open the booking card and the “Messages” tab.
2. Click “Send voucher”.
3. Choose the email language — the eight-locale list is described in the language section above.
4. The email goes out to the guest, and the send appears in the sending history.

Next to the voucher button sits “Send email” — for an arbitrary message to the guest, not a voucher.

Every send — voucher or plain email — lands in the sending history on the same tab: Date · Status · Recipient · Template · Language · Subject. An empty table reading “No emails yet” means nothing has been sent to the guest so far.

Result: the voucher email reaches the guest, and a record of the send appears in the sending history — showing when, to whom, and in which language.

See also

• Inside the booking card — where the “Messages” tab, the finances, and the rest of the booking live.
• Record a guest payment: cash, card, at the desk — record a payment on the booking: a voucher confirms the booking, not a payment.