Automated Invoicing QR-based System
Budget / Salary€250–750
TypeFreelance project
LocationRemote
Posted2 hours ago
Currently, each invoice request requires me to complete several steps. The guest sends me a message or calls me, provides their company details, which I then have to enter manually, locate the relevant reservation, issue the invoice in my invoicing software and send it by email. With seven apartments and a high number of bookings, this results in many additional tasks every month, while manually entering the information creates a risk of errors in the tax identification number, company name or address.
My idea is to fully automate this process. The guest scans a QR code placed in the apartment, completes a short form and confirms the information using a link received by email. The system then automatically issues the invoice in invoicing software such as inFakt and sends it to the specified email address. I only receive a notification, while the completed document is saved in the invoicing system.
From the guest’s perspective
1. The guest sees an attractive sign or sticker in the apartment featuring a QR code and a short message: “Do you need an invoice? Scan the code.”
2. The guest scans the code using their phone. A website opens, and no application needs to be installed. The website is mobile-friendly and available in both Polish and English.
3. The guest enters their Booking.com reservation number and one additional piece of information for verification, such as the booking holder’s surname or the last four digits of their telephone number.
4. The system verifies in the background whether the reservation exists, whether it relates to the specific apartment identified by the scanned QR code and whether the booking dates match. If any of the information is incorrect, the guest cannot proceed to the next step.
5. Once the reservation has been successfully verified, the guest provides the invoicing details: company name, Polish tax identification number (NIP), address and the email address to which the invoice should be sent. After the NIP has been entered, the system can automatically retrieve the company name and address from the Polish Central Statistical Office (GUS) or VAT register, so the guest does not need to enter this information manually.
6. The guest sees a summary and clicks “Request an invoice”. A message containing a link to confirm the provided information is then sent to the specified email address.
7. After the guest clicks the confirmation link, the invoice is automatically issued in the invoicing system and sent to the guest as a PDF file.
From my perspective
* I receive an email notification about every new request, as well as a push notification in the mobile application.
* In the administration panel, I can see a list of all requests, including the relevant apartment and reservation, the information provided by the guest and the current status of the invoice.
* The invoice appears in my invoicing software as if I had issued it manually, using the same numbering sequence and existing settings.
* Requests that cannot be matched unambiguously by the system, for example because the guest entered an incorrect reservation number, are sent to a separate “Pending approval” section. I can approve or reject them with one click.
* All information is also transferred to my CRM system, ensuring that the complete history of communication with the guest is stored in one place.
In summary, I need an application that prepares an invoice based on the information entered by the guest. The reservation number provided by the guest will be verified against the booking confirmation email received from the booking platform. This will prevent invoices from being issued for false or non-existent reservations.
Once the reservation has been verified, the guest enters their NIP, and the application automatically retrieves the company details from the GUS register. I then receive a notification in the mobile application informing me that the guest has requested an invoice. I manually enter the booking amount and select “Approve”. All the information is then transferred to the invoicing software, followed by the Polish National e-Invoice System (KSeF). Finally, the invoice is sent to the guest as a PDF file at the email address provided earlier.
My idea is to fully automate this process. The guest scans a QR code placed in the apartment, completes a short form and confirms the information using a link received by email. The system then automatically issues the invoice in invoicing software such as inFakt and sends it to the specified email address. I only receive a notification, while the completed document is saved in the invoicing system.
From the guest’s perspective
1. The guest sees an attractive sign or sticker in the apartment featuring a QR code and a short message: “Do you need an invoice? Scan the code.”
2. The guest scans the code using their phone. A website opens, and no application needs to be installed. The website is mobile-friendly and available in both Polish and English.
3. The guest enters their Booking.com reservation number and one additional piece of information for verification, such as the booking holder’s surname or the last four digits of their telephone number.
4. The system verifies in the background whether the reservation exists, whether it relates to the specific apartment identified by the scanned QR code and whether the booking dates match. If any of the information is incorrect, the guest cannot proceed to the next step.
5. Once the reservation has been successfully verified, the guest provides the invoicing details: company name, Polish tax identification number (NIP), address and the email address to which the invoice should be sent. After the NIP has been entered, the system can automatically retrieve the company name and address from the Polish Central Statistical Office (GUS) or VAT register, so the guest does not need to enter this information manually.
6. The guest sees a summary and clicks “Request an invoice”. A message containing a link to confirm the provided information is then sent to the specified email address.
7. After the guest clicks the confirmation link, the invoice is automatically issued in the invoicing system and sent to the guest as a PDF file.
From my perspective
* I receive an email notification about every new request, as well as a push notification in the mobile application.
* In the administration panel, I can see a list of all requests, including the relevant apartment and reservation, the information provided by the guest and the current status of the invoice.
* The invoice appears in my invoicing software as if I had issued it manually, using the same numbering sequence and existing settings.
* Requests that cannot be matched unambiguously by the system, for example because the guest entered an incorrect reservation number, are sent to a separate “Pending approval” section. I can approve or reject them with one click.
* All information is also transferred to my CRM system, ensuring that the complete history of communication with the guest is stored in one place.
In summary, I need an application that prepares an invoice based on the information entered by the guest. The reservation number provided by the guest will be verified against the booking confirmation email received from the booking platform. This will prevent invoices from being issued for false or non-existent reservations.
Once the reservation has been verified, the guest enters their NIP, and the application automatically retrieves the company details from the GUS register. I then receive a notification in the mobile application informing me that the guest has requested an invoice. I manually enter the booking amount and select “Approve”. All the information is then transferred to the invoicing software, followed by the Polish National e-Invoice System (KSeF). Finally, the invoice is sent to the guest as a PDF file at the email address provided earlier.
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