Tag Archive: invoice


The forthcoming update to MIDAS – our popular web based room booking and resource scheduling software – includes a handful of small, but none the less useful, updates and improvements to the extensive Invoicing capabilities within the software.

We often receive ideas and suggestions from our customers as to what new features and improvements they’d like to see when it comes to invoicing within MIDAS, and so our next update (v4.19) will feature..


A new “View Only” option for the “Can use invoicing” user permission

Existing MIDAS administrators will know of the powerful set of permissions that can assigned to accounts on a per-user basis.

One of the available permissions is the “Can use invoicing” setting. This setting allows administrators to allow/deny each user the ability access to MIDAS’ Invoicing features.

Previously, this permission had three possible settings:

  • No – User has no access to any of the invoicing features
  • Yes – User has full access to all of the invoicing features
  • Limited – User may create/generate invoices, but may only view/modify/delete invoices which they created/generated (i.e. they will not have access to invoices added by other users)

For v4.19 we’re adding a forth option to this permission – “View Only“. User’s who’s “Can use invoicing” permission has been set to “View Only” will be able to view all invoices, but will not be able to modify, delete, email or print them, nor will they be able to generate or create new invoices.

This new option will be useful to organizations who wish to grant “read only” access to their invoices, for example, for the purposes of auditing.


Exporting invoice summaries in Excel format will format “Invoice Dates” as Excel dates (rather than as text)

In the previous update to MIDAS (v4.18), we introduced the ability to export invoice summaries in native Excel (.xlsx) format.

We’re made a small improvement to this for v4.19 in that invoice dates will now be formatted as Excel dates rather than as a regular text string.

This will allow for easier manipulation/format of dates when viewing your exported invoice summaries in Excel.


Tax Amount and Grand Total fields become editable

After you generate or create a new invoice in MIDAS, you may freely edit its contents prior to “finalizing” it (printing/emailing to the client).

When editing invoices, by default, MIDAS will automatically re-calculate totals when you make changes. For example, if you charge $50/hour for room hire and you’ve invoiced for 2 hours, the line total on the invoice would be $100. If you then manually change the quantity from 2 to 3 hours, MIDAS will automatically re-calculate the line total of the invoice to $150, and the grand total of the invoice accordingly.

A small “Calculate Totals” tick box is present when modifying invoices, and if un-ticked will prevent MIDAS from automatically calculating totals, allowing you to specify manual amounts if necessary.

However, in earlier version, with the “Calculate Totals” box un-ticked whilst you could modify item rates, quantities, line totals, and tax rate, the tax amount value and grand total values would still be automatically calculated and couldn’t be manually adjusted.

We’ve changed this for v4.19 so that when the “Calculate Totals” box un-ticked, you’ll be able to manually modify the value of any field on your invoice.


We’ve also made one other small change relating to invoices for v4.19, relating to the way that a client’s “Paid in Full” and “Outstanding” invoices were displayed in the Booking Information Panel.

Previously, these lists were sorted in ascending order (i.e. the client’s oldest paid invoice would appear at the top of the list “Paid in Full” list of invoices).

We’ve changed this sort behavior to descending order for v4.19, so that the client’s most recently paid/outstanding invoices will be shown at the top (rather than the end) of each respective list.


Click here to continue reading about some of the other new & improved features coming in MIDAS v4.19!

MIDAS v4.19 is coming soon! To be notified when it becomes publicly available, please join our mailing list, or to be among the very first to try the v4.19 “Beta”, why not join the Beta Test? (We reward our Beta testers too!)

Over the past few months we’ve been busy working on the next update to MIDAS, v4.14, and this upcoming release contains a wealth of new and improved features, which we’re really excited to introduce you to here on our blog

We’ve made a couple of notable improvements around invoice “auditing” in v4.14 to help make it easier for you to keep tabs on your invoices. These new improvements will allow administrators with access to the invoicing capabilities of MIDAS to:


View the complete history log for each invoice

Whilst MIDAS keeps a log of all actions and activity relating to each invoice, in previous versions of MIDAS, only the most recent action on an invoice has been displayed on screen.

However, when viewing an invoice in v4.14, you’ll be able to click the latest invoice status line at the top of an invoice to open the complete history log for that particular invoice:
Complete history for each invoice


Store internal notes & comments with each invoice

The ability to add visible “notes” to an invoice, which are then included on the finalized printed or emailed invoice sent to a client have been around in MIDAS for a while now.

However, we’ve also received a number of requests from customers who’d like to have the ability to additionally add “internal notes” to invoices as well (notes which don’t appear on invoices themselves and which are therefore hidden from clients), so that they can better keep tabs on each invoice.

To that end, in v4.14 we’ve added a “Comments” icon to the Invoice toolbar that’s shown whenever you view an invoice. Clicking this icon will allow you to view or edit internal notes/comments for the selected invoice:

Store internal notes and comments with each invoice

As these notes/comments are “internal”, they are only visible to those MIDAS users able to access the invoice. Internal notes/comments are never included on an actual printed/emailed invoice and therefore are not disclosed to the end client an invoice is for.

Continue reading about some of the other exciting improvements coming in v4.14 here!

MIDAS v4.14 is now available – Find out more

MIDAS v3.14 is here!

We are pleased to announce the release of MIDAS v3.14! This update contains a number of exciting new features and enhancements to our popular web-based scheduling software, including:

  • Receive notifications when consumables are low!
  • Receive notifications when specific resources are added to bookings!
  • Graphical Invoice Statistics on your clients, organizations and booking types!
  • Statistics can now be printed!
  • “Apply Discounts Silently” option to apply discounts, but “hide” reference to them on invoices
  • Ability to be notified if another user modifies/deletes bookings you created
  • Setting to have “Watches” and internal messages from other users automatically forwarded to your email address
  • Setting to suppress the “My Messages” popup upon login
  • Change what information is displayed on dates in the Monthly Overview

You can read more about these exciting new features in our previous blog entry, and we’ve also produced a 10 minute video tutorial guiding you through exactly what’s new in MIDAS v3.14…

If you’re an existing MIDAS user with a current Annual Support Subscription, you can upgrade to v3.14 right now! Simply login to your MIDAS, click the “MIDAS Admin Options” icon and select “Manage MIDAS -> Update”. If your Annual Support Subscription has recently expired, don’t worry – you can quickly renew your subscription. …and if we host MIDAS for you, then you’ve already been updated to v3.14!

If you’re new to MIDAS, why not read more about the features of MIDAS and check out the online demo.

To get MIDAS working for YOUR company/organization, grab yourself a copy of MIDAS v3.14 now!

Coming soon in v3.14…

Work on our next update to MIDAS, v3.14 is nearing completion, so we thought we’d take this opportunity to tell you about a couple of the new features in this forthcoming update…

The biggest area that’s been updated in this release is the “My Messages” module.
Starting with version 3.14 you’ll be able to:
1) Receive notifications when consumables are low – The person(s) responsible for purchasing consumables can be informed when they need to re-order!

Low Consumable Warning

2) Receive notifications when specific resources are added to bookings! – For example, catering staff can be automatically notified when refreshments are required!

3) Have greater control over the “triggers” for your watches with the addition of AND/OR logic – For instance you can set up a watch to notify you when either a new booking is added to a particular room OR a new booking of a particular type is added. Alternatively, you can set up the watch to notify you when a new booking is added to a particular room AND is a particular type, and so forth

Watch Settings

3) Have new “Watches” and internal messages from other users automatically forwarded to your email address, so you don’t need to login to MIDAS to check for new messages!

4) Suppress the “My Messages” pop-up that displays whenever you login and have messages, reminders, or watches

My Messages Settings

Also, in v3.14 we’ve extended the “Statistics” module to now include a section for “Invoice Statistics“. In this section you’ll be able to select a date range, and MIDAS will show you statistics of all invoices sent during that period. You’ll be able to see how much has been invoiced, how much has been paid, and how much is still outstanding! …and you can breakdown these statistics by client, organization, or booking type!

Invoice Statistics

4) You can now Print Statistics to your printer via the main print icon!

MIDAS v3.14 is expected to be released shortly… watch this space!!