Invoices and payments

#What is a guest folio?

A guest folio is the running account of a stay: every room night, tax and extra the guest is charged, every deposit and payment they make, and the balance still owed. In Roomsy every booking has an invoice, and one invoice can hold several folios when more than one party pays.

Open the invoice with View Invoice in the booking header, or from the Booking List. Group bookings also have a master invoice that covers every room in the group.

#What’s on an invoice

• Header: your property details and logo, who it’s billed to, the invoice number, booking ID, room and dates.
• Charges: one row per charge with its date, description, type, amount, tax and total. Click Expand All to break grouped nights into single nights.
• Payments: what the guest has paid, how, and its status (for example Captured).
• Totals: subtotal, each tax, total charges, total payments and the Balance still owed.

#Add a charge

1. Use the empty row at the bottom of the Charges table
2. Set the date, a description, the charge type and the amount
   The charge type decides which taxes are added, for example Food & Beverage or Spa. Set them up in Set up your property.
3. Click + Add Charge

Click an existing description or amount to edit it in place. Use the row’s ⋮ menu to move it to another folio or delete it. If you sell products through Point of Sale, that button posts them straight onto the invoice.

#Take a payment

1. Click + Add Payment
2. Choose the Payment Type
   Cash, a card type, bank transfer, or your payment gateway (for example Stripe). A gateway payment actually charges the guest’s card.
3. Enter the Amount
   For a deposit, enter only part of the balance.
4. Add an optional Description and check the Date
5. Click + Add Payment

Card actions are on each payment row’s ⋮ menu:

• Capture: settle a payment that was only authorised (a hold).
• Refund: return part or all of a captured payment. It appears as a negative row.
• Void: cancel a payment that hasn’t settled yet.
• Move/Transfer: move a payment to another folio or another booking’s invoice.
• Verify Payment: re-check a payment link the guest has just paid.

#Folios: split one bill

A folio is a separate tab on the same invoice. Use folios when a stay is paid by more than one party, for example room and tax to the company and extras to the guest. Open Menu → Add Folio, double-click its name to rename it, and move charges and payments between folios from each row’s ⋮ menu. An empty folio can be removed.

#Email, print and the registration card

• Print Invoice opens a clean, printable copy.
• Menu → Email Invoice sends it to the guest’s email address.
• Menu → Reg. Card opens the registration card to print, or to email to the guest to sign online.
• Turn on Auto-Send Invoice on Checkout in Settings → Features to email every guest their invoice when they check out.

#Group (master) invoices

A group invoice brings together every booking in a group: the guest list, each booking’s balance, and tabs for each room’s own invoice. Open it from a booking’s Group Booking tab with View Group Invoice. Click Add Payment on the group invoice to record one payment for the whole group. Apply it against the group balance (bookings are settled in check-in order) or split it evenly across the rooms. Card payments through your gateway are taken on each room’s own invoice.

#Balances and checkout

To reconcile the day’s takings, use Reports → Payments and Reports → Charges. See Reports.

#Common questions