Hotel Plan — Reservation to Checkout

1. Hotel plan & setup

• Subscribe — Open Billing, choose a base plan, and add the Hotel Reservation add-on. Upload your payment slip; when approved, the subscription becomes active.
• Business category — In Settings → Invoice layout, set business category to Hotel. The dashboard home then shows the Hotel Reservations workspace.
• Room limits — Your hotel plan tier defines how many rooms you can register in the catalog. Upgrade the plan if you need more rooms.
• Invoice Builder — Optional add-on for general invoices, POS, quotations, and templates. Hotel reservations work without it; add a Standard or Inventory base plan if you need Invoice Builder.

2. Rooms & services catalog

Open Rooms and other Services from the hotel home (Catalog tab).

• Add each room with code, name, nightly rate, and occupancy (adults/children).
• Add other services (food, laundry, transport, etc.) as regular products for posting during a stay.
• Use Price List if you need a printable rate sheet for staff or guests.

3. Create a reservation

From hotel home, use New reservation or the Booking wizard.

Booking wizard (4 steps)

1. Dates & guests — Pick check-in and check-out on the calendar (or type dates). Enter adults and children.
2. Room — Search available rooms for the stay. Select one room or multiple rooms if guest count requires it. Quick-pick combos may be suggested.
3. Guest — Select or add customer (name, phone, ID). Capture remarks and booking source if needed.
4. Save — Review nightly rate, nights, taxes/service charge, and advance payment. Save as reservation (pending until check-in).

You can also use Calendar to view bookings by day and open or check in reservations from the day list.

4. Pending reservations & check-in

The Pending reservations panel on hotel home lists bookings not yet checked in.

• Check in — Confirms arrival, assigns room if not already set, and moves the stay to active status.
• Cancel — Cancels the reservation per your property policy.
• Receipt — Print or share advance payment receipt when an advance was collected.

Verify guest identity, guest count vs booking, and expected checkout date before check-in.

5. During the stay

• Staying — Open the Staying (guest book) tab to see in-house guests and open their folio.
• Post charges — Add line items (room extras, F&B, laundry) to the reservation invoice while the guest is checked in.
• Extensions — Change checkout date; nights and room charges recalculate.
• General invoice / quotation — For non-room sales, use General invoice or General quotation from hotel home.
• Other Advances — Track general invoices with advance received until final settlement.
• Held Invoices — Review draft documents held for later completion.
• Hotel Reports — Occupancy, revenue, and operational reports for managers.

6. Checkout

When the guest departs, complete checkout from Staying, the Calendar day list, or by opening the reservation.

1. Review room nights, posted services, taxes, and service charges.
2. Apply discounts only with proper approval and reason.
3. Deduct advance/deposit from the balance due.
4. Collect final payment (cash, card, transfer, or company credit).
5. Confirm checkout — status moves to checked out; generate invoice/receipt and share PDF if needed.

After checkout, the reservation should not be edited casually; use audit-friendly corrections if your role allows.

7. Cancellations & exceptions

8. Front desk quick checklist

• ☐ Booking / reservation ID verified
• ☐ Guest ID verified
• ☐ Room assigned
• ☐ Advance / deposit recorded
• ☐ All stay charges posted
• ☐ Final bill reviewed with guest
• ☐ Payment settled
• ☐ Checkout completed & receipt issued