A company stay: the right invoice already at departure

What we hear when we sit down with operators

On a company stay the problem is not creating a PDF. The problem is knowing who placed the order, who the invoice customer is, who pays, and which items belong on which account.

When the agreement changes by email and each department holds a different version, invoice corrections appear only after departure, when the guest is gone and accounting is already waiting for the document.

Why fixing a single step is not enough

A correct invoice is the result of a stay that was set up properly. If the company account and the private account are split only at the end, the front desk has to decide afterwards what belongs to whom.

Define the invoice customer and the payer when the booking is made

A company booking can have a company invoice customer, a specific billing address and rules for which items the company pays. The front desk should have those details before arrival.

For groups it is important to separate the shared company folio from the individual guest folios.

A deposit has to know which stay it belongs to

A received deposit or payment is tied to the right booking and invoice customer. At checkout you no longer have to search for which invoice the deposit should reduce.

If a company books several stays, internal rules and references help finance keep the matching in order.

Split company and private items during the stay

Accommodation, breakfast or parking can go on the company folio, while the minibar, wellness or a personal dinner stays with the guest. The front desk then does not have to move dozens of items just before checkout.

Spend from Ellipse POS can also be posted to the right hotel folio, according to the setup.

Checkout is a check, not an accounting reconstruction

At departure the front desk checks the prepared split, adds any changes and issues the document.

If accounting is connected, the data can continue without another round of retyping.