The front desk is not the billing department
The group leaves on Friday. On Monday, an email arrives: “Send the invoice to the holding company—the business ID is different from the one on the reservation, and we’ve already paid the pro forma invoice.” The front desk searches through a PDF that someone printed from the portal, and the accountant waits for numbers that were already in the system once before.
The hotel offers accommodations, a restaurant, parking, and a conference hall. The company wants a single tax invoice—or at least invoices that can be matched. Manually rewriting the company ID is where VAT errors occur.
A process that aligns with the stay
Company details are filled in based on the ID number, and the VAT ID is verified. A pro forma invoice serves as a deposit before the stay. After checkout, an invoice is generated based on what was actually used—rooms, services, and the restaurant bill charged to the room.
The e-invoice is sent to the portal in the format your customer expects. Additionally, you can export documents to Omega, Kros, or Pohoda, so the accountant doesn’t have to retype items from the hotel’s PDF.
- Searching for a company and VAT ID on a document
- Pro forma before the stay, invoice after the stay
- E-invoice instead of an attachment that no one could find
- Export to accounting software without creating a new spreadsheet
What You’ll Gain During the Season
Company weekends will no longer be an exception that “Jana will take care of on Monday.” The document is generated from the stay record. The front desk enters the company name, not the chart of accounts.
