Billing, night audit & reports: questions and answers

Every charge, tax and payment for the stay on one running statement. Read what a guest folio is.

Yes. Post laundry, minibar, spa, transport or your own custom charge codes. Restaurant orders charged to the room arrive as one taxed line.

Tax and service charge are configured per property and are effective-dated, so a rate change applies from the right day. Compounding (for example VAT on top of service charge) is supported where required.

Yes. A stay can have several bills, or one bill can be divided by percentage in one step.

Yes. Transfer one room's bill to another room and settle it together. The transfer can be undone.

Cash, card, bank transfer, mobile wallet and city-ledger settlement, including partial payments and deposits.

A refund is capped at what is owed and defaults to the original payment method. Refunds through an online gateway need manager permission.

Yes. Each property sets a base currency and extra accepted currencies with its own exchange rates. The rate is snapshotted at the moment of each transaction, so later rate changes never alter past payments.

Yes. They are branded, printable and sequentially numbered, and company invoices are emailed to the company's accounts contact.

Corporate and travel-agent balances are held on the city ledger (accounts receivable), and receipts can be matched across several invoices. Read city ledger explained.

Yes. Reopen the settled folio so the late charge goes on the stay it belongs to. The reason is recorded.

Floating-point maths can drift by a cent here and there, which breaks reconciliations. bedsKey calculates money in exact decimals end to end, so folios, taxes and reports always add up.

It posts room and tax charges, rolls the business date, flags no-shows and locks the day. It can run on a schedule or when your manager runs it. Read night audit explained.

The night audit locks the day's figures. Corrections are made openly: a late charge goes on a reopened folio with a reason, and discounts and write-offs appear on the reversals and concessions report with who made them and why.

Open a drawer with a float, count by payment method at close, and bedsKey records any difference on the shift report.

Yes. Record supplier costs and invoices, see what is still owed, and feed real costs into profit reports.

Occupancy and performance (occupancy %, ADR, RevPAR and room nights), revenue breakdown, manager's flash, month-to-date, forecast and pickup, market segment, pace, channel performance, reversals and concessions, and arrivals, departures and in-house lists for any date. See Reports & Analytics.

Yes. The month-to-date report shows the same period last year alongside.

Yes. Forecast and pickup show occupancy, revenue and ADR on the books ahead, with pickup over 1, 7 or 30 days, and the pace report shows how bookings for future dates are building over time.

Yes. The channel performance report shows revenue, cancellations and estimated commission per channel.

Yes. Reports export to CSV. Managers can also receive daily summary emails.

ADR is room revenue divided by room nights sold; RevPAR is room revenue divided by rooms available. Read the guides to ADR, RevPAR and occupancy rate.