One bill per guest,
written as they dive
Every dive, course, rental, tank and extra lands on the guest's bill as it is booked, priced from your price list. Take the money at the desk by cash, card or transfer, give the discounts you allow, and hand over a PDF in the guest's language when they leave.
Nobody types
the bill
A guest's bill opens with their first booking and follows what they do: dives once the booking is confirmed or they are seated, courses at enrolment, rentals until the gear comes back, nitrox, automatic fees and the tank every fun dive includes. Each line keeps the price it was posted at, and when a booking changes, its line changes with it.
- Lines by day, and by guest on a family bill
- A fun dive not on a boat yet is billed as one dive until seated
- Prices fixed on the line, with Reprice to bring one up to date
- Charges added by hand, from the price list or as free text
Take the money,
keep the record
DivePilot records what you received; the card terminal, the bank and the cash stay with you. Take a payment on the bill, on the customer's page or at check-in, by cash, card, bank transfer or a method of your own. A guest can pay upfront and run in credit, and Settle & close freezes the bill when they leave.
- Cash with the amount given and the change to hand back
- Refunds, and voids with a reason
- Credit refunded or carried to the guest's next bill
- Closing with money owing needs a reason and a permission
Discounts,
within your limit
Give a discount on one line or on the whole bill, as a percentage or an amount, always with a reason. Volume discounts work themselves out from every dive of the guest on the bill, each at its own season's price, and a regular can have a standing discount on everything. A cap you set keeps staff discounts within what you allow.
- Line and bill discounts with your own reasons
- Volume tiers per season, also for trips with a flat price
- A standing discount for regulars, locals or staff
- A cap on staff discounts, lifted only by permission
A bill the guest
can take home
Download a bill as a PDF or send it by email, in the guest's language and under your letterhead. In the settings you choose Classic, Modern or Compact, your accent colour, which parts it shows and a note at the bottom, such as your bank details. Every page says plainly that it is not a fiscal receipt or tax invoice.
- Classic, Modern or Compact, with a live preview
- Lines by day, tax per rate and payments, each on or off
- Sent from your dive centre, so replies reach your inbox
- In the guest's language, whatever language you work in
The parts that keep it straight
Who pays for whom, what the morning should look at, and what stops a figure from changing quietly.
Bill to
Send a guest's charges to someone else's bill, for a family, a club or a company. Each line stays under its own person, and what the guest already paid goes along as credit, so nobody pays twice.
The lead pays for everyone
When a group booked together, the person who booked can pay for all of them: ticked online with I pay for everyone, or switched on at the desk from the Booked together card.
On the dashboard
Today's takings, the last 14 days, the guests leaving today or tomorrow who still owe, and what your open bills owe you in total, each shown to the people allowed to see it.
No-show fees
Charge the full dive price, a part of it, a fixed amount or nothing. A no-show swaps the dive on the bill for the fee, and the fee can be waived with a reason.
A journal behind every bill
Every line, payment and void is written to a chained journal that shows if anything was altered afterwards. A closed bill never changes: a later correction goes on the guest's next bill.
Who sees what
Seeing every bill or only your own guests', taking payments, refunds, discounts above the cap and changing a price on a bill are separate permissions, so the desk and the guides get what they need.
Before you take the first payment
No. DivePilot does not process card payments or move money. Guests pay you at the dive centre as they do today, in cash, at your card terminal or by transfer, and your team records the payment on their bill.
No. A bill is your record of what a guest owes and has paid, and every PDF says that it is not a fiscal receipt or tax invoice. Keep issuing those from your fiscal system, your till or your accountant.
Yes, with care. Recording cash in Germany, and in Austria cash and card payments taken in person once your turnover passes the thresholds (EUR 15,000 a year, of which EUR 7,500 in cash), falls under cash register rules that DivePilot does not meet, so Cash in Germany and both Cash and Card in Austria start switched off. Switch one on only if your own certified till remains the legal record; DivePilot asks you to confirm that first.
While the bill is open, it follows the booking: the line changes and the balance with it. Once a bill is settled and closed it never changes, and the difference is posted as a correction on the guest's next bill.
Yes. Bill to sends a guest's charges to another guest's bill, each line under its own name, and for a group booked together the person who booked can pay for everyone with one switch. The payer's bill closes once the bills charged to it are settled.
The amounts stay, so your takings and reports still add up, and the free text of that guest's lines and payments, such as notes and references, is cleared.
Open your first bill this afternoon
Your price list fills the bills, so the first guest you book gets one. Try it inside the free trial, with your own prices and your own payment methods.