Manage and correct invoices after check-out, improve billing address handling, and strengthen your invoicing compliance – all with a single click to activate.
The overriding principle is that once an Invoice has been created, it should be immutable. That is to say, it should not be possible to alter the document.
To ensure this and introduce other capabilities, the flows within Room Billing are changing.
Key benefits
Higher Guest Satisfaction: Guests receive clear, corrected invoices, reducing disputes and improving trust. Improved billing address flexibility during checkout.
Compliance & Transparency: Supports tax handling and maintains clear documentation of all billing changes. Full invoice immutability and enhanced compliance.
Accurate Post‑Stay Billing: You can update or amend invoices after checkout, ensuring charges always reflect the guest’s actual stay – without undoing the checkout.
Complete Audit Trail: Tracks every invoice update for accountability and future reference. Prevents skipped invoice numbers or duplicate transactions.
Additional functionality: Allows additional GuestStay functionality to be enabled which helps with automating of check-in and check-out flows.
What are the changes?
Once enabled, the following changes will be observed...
Room Billing - Room View is removed, and Individual View becomes the only option. This simplifies the interface, removing unnecessary complexity
Printing - When printing a folio split, it will initially print a 'Preview' document.
Finalising - Users will need to 'Finalise' a folio split before they are able to print an Invoice. The finalise button is the process that generates an Invoice
Reinstate - When in Room Billing, a finalised Invoice will show a 'Reinstate' option. Using this will generate a Credit Note for the original invoice, as well as a new, open, split showing all the transactions. Corrections and additions can be made before finalising again
Check-out - Each split must have a zero balance before a booking can be checked out. If a split has a zero balance but is NOT finalised, the action of checking out will finalise the splits
Invoice Address - A new capability for addresses is added within room billing. This allows users to easily see which address will be used and allow them to edit the address, select a different one or create a new one.
Invoice Management – Reinstate to generate a credit note and a fresh set of postings which can be amended and changed – even after check-out.
How to activate invoice enhancements?
Activation is instant – a single click enables the feature for your site.
⚠️Important:
Enabling this feature will apply to all users at this site. Please ensure hotel staff are made aware of the changes before enabling them to avoid operational issues. The change will affect all users at the site.
Only Admin users can enable this feature.
To activate invoice enhancements, follow the steps below:
Navigate to Room Billing to view the banner on this feature.
Read the information on screen and click Show more, as shown below, for additional information, as it is vital you understand this feature prior to activation. Share this information with your colleagues, as this will affect all users at your property.
If you are happy to proceed, click Activate now as shown below:
The system will then work on this request. A banner shows if the action was successful, as shown below:
📌Note: If unsuccessful, please raise this with our support team to review the cause of the failure.
Make sure to share with your team that this feature has now been activated for your site, as this will affect all users.
Is there anything we should be aware of?
Once this change has been activated, it cannot be reverted or undone.
Following the change, once an Invoice has been generated, it will no longer be possible to change the address of the Invoice. Previously, users could alter the profile, then regenerate the Invoice to update the address. Currently, the option to output documents to RTF is no longer available.