Guest and company bill: charges and printing

The stay bill (folio) is the room's account: nights, taxes, orders and services build up on it, along with the guest's payments. This article explains how to view the bill, split it between the guest and a company, close it and print it. For a general overview of the folio see Hotel: rooms, PMS and guest service.

Who it's for: front desk staff and the owner. Billing a company requires access to Counterparties.

What goes on the bill#

The bill opens at check-in and lives until check-out. It can contain these lines:

Payments — deposits, "Take payment", payments by link — reduce the balance.

Where to see it:

• in the booking card — the "🧾 Stay bill" block. Before check-in it is not there: "it appears at check-in";
• at the POS — in the "Open tabs" list. A room bill is marked "Room N" and "Closed at reception on checkout".

Split the bill: what the company pays and what the guest pays#

A typical case is a business trip: the company pays accommodation and tax, while the guest pays the bar and minibar.

1. Open the booking card (Rooms → Calendar → the booking).
2. In the "Payer" block click "Change" and choose "Company".
3. Choose the company from Counterparties (search or "+ New client").
4. In "Billed to the company" tick what the company pays:
   • Accommodation (nights);
   • Taxes and fees;
   • Orders (restaurant, bar, room service);
   • Services (early check-in, late check-out…);
   • Other charges (minibar…);
   • Discounts. Everything else on the bill is paid by the guest. By default the company pays accommodation and taxes.
5. Optionally add a "Comment" (for example, the contract number) and click "Save payer".

If the guest is already checked in, the bill moves to the company within a few seconds — the system tells you with a message.

What the bill windows look like#

After that the "Stay bill" block shows two windows — "Guest" and "Company". Each has "Charged", "Paid", "Balance" and its lines. A line lands in a window by its type; a reversal goes to the same window as the original line.

• Money payments go to the guest window.
• If the guest paid more than their share, the overpayment is credited to the company share ("Overpayment → company share").
• The total bill balance always equals the sum of the two window balances.

Without a company payer there is one window: "One window: the guest pays everything."

Close the bill: the guest pays their part, the rest goes to the company#

Money is taken at the POS, not in the booking card.

1. A shift must be open at the POS.
2. In "Open tabs" open the room bill.
3. Click "Take guest payment · amount" and take cash, card or "Cash + card".
4. Click "Bill to company". The window shows the payer, the company's credit limit and debt (if you have access to Counterparties), the payment terms and the bill lines marked "company" / "guest".
5. Click "Bill company (amount)" and confirm.

Until the guest has paid their share, the system will not bill the company: "Take the guest's payment first, then bill the company." Billing is also refused when:

• the company is blocked in Counterparties or its card is archived;
• the bill would exceed the company's credit limit — raise the limit or take payment from the guest;
• the balance changed while the window was open — reopen the bill.

Company documents#

After closing, the same window has a "Documents" block:

• a CRM invoice ("Invoice No. … of …") is issued automatically; if that fails, the system retries on its own;
• "Print" — an invoice print form available in the location's country;
• "Send to company" — an email to the company with the PDF and a "Pay online" button (if online payment is connected at the location);
• "Issue act" — an act for the same bill; it does not create a second debt. If acts are not used in the location's country, there is no button.

Without access to Counterparties, staff see that the company has been billed; printing and sending is done by a colleague with access.

The guest pays everything#

Without a company, take the payment ("💰 Take payment") and check the guest out on the room board. Check-out from the board only goes through with a zero balance: money is always taken at the POS.

Print the bill for the guest#

1. Open the bill:
   • in the booking card — "Stay bill" block → "Print bill";
   • or at the POS — the room bill → "Print bill".
2. In the "Print the guest bill" window choose:
   • "Document" — "Interim bill (before check-out)" or "Final bill". An open bill defaults to interim, a closed one to final;
   • "What to print" — "Whole bill", "Guest window" or "Company window" (if the bill is split);
   • "Bill language" — by default the booking language, then the location language. 16 languages are available: Russian, English, Georgian, Turkish, Greek, Armenian, Azerbaijani, German, French, Spanish, Italian, Ukrainian, Polish, Chinese, Arabic, Hebrew;
   • "Guest name on the bill" — you can edit or clear it.
3. Check the "Preview" and click "Print".

The browser's print window opens: print on an office printer or choose "Save as PDF". If the window did not open, the browser blocked pop-ups — allow them for the site.

What is on the bill: the location's details, room, arrival and departure, dated lines (under "Paid by the company" and "Paid by the guest" if the bill is split), taxes, paid and "Balance due". At the bottom — "This document is not a fiscal receipt." and a guest signature line. An interim bill notes that charges may change before check-out.

What is not on the bill: the guest's phone, email and documents — only the name is printed.

Send the bill to the guest#

You can email the bill to the guest right from the print window.

1. Open "Print the guest bill" (see above) and choose "What to print" and "Bill language" — the email uses this bill window and language.
2. In the "✉️ Send by email" block check "Recipient email" — it is filled in from the reservation and can be edited. Confirm the address with the guest.
3. Press "Send link".

The guest receives an email with a link to the bill: the balance due, an "Open the bill" button and the link's validity — 30 days. The link opens the same document as the printout, with a "Print / save as PDF" button. It is a bill, not a fiscal receipt.

The link shows the bill as it was when sent. If charges were added after sending, send again — a new version goes out, and the old link keeps showing the earlier one.

Below the button, "Sent links" lists the version, bill window, address (partly hidden), status and expiry. "Accepted by mail service" means the email was handed to the mail service, not that the guest read it. "Not sent — mail service is retrying" means the service could not send it yet. A link can be withdrawn with "Revoke link": the guest can no longer open the bill with it.

The owner and staff with access to hotel money or the front desk can send. If the property has no web address, sending fails — set it in the location profile.

The guest can also see the bill: the guest menu opened by the stay link has "My bill" — charges, payments and balance.

Company documents are sent with "Send to company" (see Company documents).

What is not there yet#

• A bill has only two windows — guest and company. There is no third payer and no splitting one line into parts.
• The bill email has no PDF attachment — the guest opens the bill by the link and saves a PDF themselves.
• Nights are charged every night; there is no separate monthly settlement for long stays.
• In a group with a shared (master) bill, the guest's bill shows no windows: the company share sits on the group's bill.
• The printed bill is not a fiscal receipt. How the receipt is printed — see Hotel account, payment and fiscal receipt.

Related articles#

• Prepayment, card guarantee and hold
• Restaurant, minibar and meals on the room bill
• Hotel account, payment and fiscal receipt
• Working with hotel bookings
• POS

FAQ#

Can a bill closed to the company be reopened? No. Corrections are made as an adjustment in Counterparties.

Why does "Bill to company" refuse? Most often the guest has not yet paid their share (bar, minibar). Take the guest's payment, then bill the company. Other reasons are the company's limit or a block.

Can I print only what the guest pays? Yes: choose "Guest window" in the print window.

The guest wants the bill in English, but the location works in Russian. Pick the language in "Bill language" — it does not depend on the interface language.

Why can't I check the guest out on the room board? The bill has a non-zero balance. Take the payment at the POS first.