🎬  Missed Our Thursday Webinar?

Don't worry! Watch it below 🌟

🚀 Pro Tip: All of our mini-training sessions are available via the Help Center in the Webinar Library section.

Quick Takeaways:

• The Invoicing & Financials module is now live in beta — email Rachel at [email protected] to request access and start using it! It's been designed to be simple, clear, and powerful, even for non-accountants.
• The module costs $50/month, plus a 0.5% fee on payments collected through it. This applies to any payment method (e.g., card, ACH, bank wire, etc.).
• The module lets you create invoices (to collect money) or expenses (to record supplier payments) directly in Safari Portal. Optional cost breakdowns and a miscellaneous tab let you show detailed line items, attach PDFs, and add notes or terms.
• Templates are available in the module. They help speed up the invoice creation process and populate and store your terms, payment schedule, and company info in advance. Creating an invoice takes as little as 10 seconds when starting from a template and selecting a file and contact.
• The module pulls costs directly from confirmed itineraries if the pricing is per person or per trip. The system calculates totals automatically, but you can manually override amounts anytime.
• You can enable credit card payments through Stripe or Flywire and choose whether you or the client covers the surcharge. Automated payment reminders can be configured and sent via email; they disable automatically when payment is received.
• Payment schedules can include multiple installments (e.g., 30% deposit, 70% final), with due dates set relative to invoice issue or trip start date. Clients can pay directly from the invoice link, choosing between a credit card or ACH/bank transfer, with fees clearly displayed.
• Invoices and payments are tracked on your dashboard and update automatically when paid. Projected profit is calculated per file based on total incoming invoices and outgoing supplier expenses. The "View by Date" tab allows you to filter and sort all payments in and out—ideal for tracking cash flow and planning batch payments
• The currency settings allow you to set exchange rates for supplier payments in foreign currencies.

Top Questions from Webinar

We had almost 100 individual questions in our Q&A session after the presentation! We can't include them all, so here are the top questions from the session:

• How do I access the Invoicing & Financials module?
  We’re so happy you’re interested! Please email Rachel at [email protected] to request access. Once unlocked, you can connect your Stripe or Flywire account to Safari Portal.
  
• Will invoices created during the beta carry over once the feature is live?
  Yes! All beta invoices will carry over, and this is a great time to get your 2025 trips set up in Safari Portal for easy reporting and payment tracking.
  
• Does this module require all bookings to be entered into Safari Portal?
  No. A file needs to exist on your Dashboard to create an invoice, but it doesn’t need to be confirmed.
  
• Can I manually mark a payment as "paid"?
  Yes, you can manually mark payments as paid. Soon, you’ll be able to manually add the payment date and method for better tracking.
  
• How does the system know when a client has paid?
  If an invoice is paid through Stripe or Flywire, Safari Portal is notified automatically and marks the payment as paid. It also stops any scheduled reminders.
  
• Can clients use multiple payment methods?
  Yes! Clients choose how to pay each individual installment; for example, they might pay the deposit by card and the final balance by wire. You can also offer multiple payment options.
  
• Will there be a guest-facing portal where clients can see their invoices?
  Not yet, but this is under consideration for future development!
  
• Is there a platform fee for using the module?
  Yes. The module costs $50/month, plus a 0.5% fee on payments collected through it. This applies to payments accepted via any payment method (e.g., card, ACH, bank wire, etc.).
  
• Can I control who sees financial data or profit margins?
  Permission controls are not yet live but are coming soon to help manage visibility within teams.
  
• Can I export financial data?
  A .CSV export function is in development, which will allow you to pull payment data for import into QuickBooks, Xero, or Microsoft Excel.

📌 More info on the Invoicing & Financials module is available in our Help Center. Plus, keep an eye on our Notice Board for new and upcoming releases!