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Splitting Invoices

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Product Team
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By default, Apaleo generates one invoice for each reservation. If you want to have multiple invoices per reservation, add additional folios and change the invoice recipient. This article shows how to handle two scenarios, in a way that will make your guests and your accountant happy.

The Company Does Not Pay the Minibar

The most common case for splitting invoices is that the company pays for room and breakfast, and the guest for everything else, such as minibar charges. If you know this in advance, you can create a second folio right away. Navigate to the reservation, and on the Folio tab, click + New Folio. All manually posted charges should now be added to the new folio. Do not worry if you make a mistake, you can always move the charges after posting.

If the guest only tells you during check-out that the minibar should be on a separate invoice, create a second folio, and then move the charges.

The Company Does Not Pay for Your Partner

In this example, a guest booked a single room for a business trip, and their partner joins. The additional charges, including the price for the upgrade to a double room, should not appear on the invoice for the company.

First, make sure you store the information that the reservation has been changed. Keep in mind that the invoice will always contain the charges from the reservation - if you amend the reservation to be for a double room, the invoice would say "double room". There are two options to store the upgrade:

  • Add a comment to the reservation in Apaleo, which allows you to use the reservation number as a receipt for the additional chargesScreen_Shot_2018-02-06_at_13.34.50.png
  • Capture the agreement that a second person is staying in a separate system, and reference this as the receipt.

When this is done, create a second folio and add the charges for upgrades, surcharges for higher occupancies, and all other additional charges there.

Be sure to add them only on the day when the service is really delivered. If you book everything in advance, the dates in your accounting will be wrong.

Check invoices

Folios can be added at any time and services can be moved back and forth between folios. Errors can quickly occur, especially with longer stays or complicated requests for splits.

Before you create the final invoices, check that the billing addresses and services are correct. Ideally together with the guest. You can get the best overview under Preview invoice. The preview can also be downloaded and printed as a PDF.

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