Accounts receivable
Companies and agencies on credit: their limit, their terms, their ageing by bracket and their statement.
What it solves
A company that sends its executives all month long does not pay room by room: it pays at month end against a statement. With nowhere for those charges to live, the hotel ends up keeping its receivables in a spreadsheet nobody else understands.
You notice it in things like these
- Nobody knows how much each company owes, nor since when.
- Credit keeps being extended to someone already over their limit.
- A company payment arrives and the booking still shows as unpaid.
How it works
The account and its credit
Legal name, tax ID, contact, agreement if there is one, credit limit — zero means no limit — and credit days. The account is active, blocked or closed, and granting credit is finance's job.
Charging a booking, or anything else
A booking that has already checked out moves what it owes to the account and falls due after the credit days; a booking cannot be charged to two accounts. Other charges also fit: a meeting room, an event. Going over the limit is authorised by management only.
Movements cannot be edited
They are only added, and the database itself enforces it with a lock: a wrong charge is cancelled with its reason, and only if no payments have been applied to it. There is no way to rewrite a receivable's history.
Payments apply oldest first
And if the charge came from a booking, the payment is also recorded as a payment on that booking: the booking shows as paid with money that actually arrived, not with a manual flag.
Ageing and statements
Ageing by bracket — current, 1–30, 31–60, 61–90 and over 90 days — per account and for the whole hotel, plus a statement per period with opening balance, running balance and closing balance, to print or download as CSV.
Where it lives in the panel
- Reservations & stays
- Reservations
- Accounts receivable
What it needs first
Bookings that have already checked out, if the charge comes from a stay.
Carry on here
Shall we walk through it with your hotel on screen?
Half an hour, your rooms and your rates, and whatever questions you have. No commitment and no card.