Folio & Billing

Every reservation automatically generates a guest folio - an itemized record of all charges including room rates, services, taxes, and payments.

What's a Folio?

A folio is the complete financial record of a guest's stay:

• Room charges (per night × nights)
• Extra services (laundry, spa, transport)
• Food and beverage charges
• Minibar consumption
• Taxes and fees
• Payments received
• Balance due / refunds

Folio Form

Key Sections

Section	What's Tracked
Guest & Reservation	Linked guest and reservation details
Charge Lines	Each billable item with date, description, amount
Payments	All payments received (cash, card, bank transfer)
Taxes	Applied tax rules per line
Totals	Subtotal, tax, total, paid, balance
Notes	Internal notes and comments

Charge Types

• Room - Auto-generated per night
• Service - Laundry, spa, transport, custom services
• Restaurant - Food orders from hotel restaurant
• Minibar - Items consumed from room minibar
• Extra - Miscellaneous charges (phone, parking, etc.)
• Tax - VAT / GST / service tax

Auto-Charge Generation

The system automatically posts charges to the folio:

• Room charges - Posted daily at midnight (configurable via cron)
• Services - When service is completed/delivered
• Restaurant - When KOT (Kitchen Order Ticket) is closed
• Minibar - Manually or via minibar wizard at checkout

Processing Payments

During Stay

Record payments anytime:

1. Open the folio
2. Click Register Payment
3. Enter amount and payment method
4. Payment is added to the Payments tab
5. Folio balance updates

At Check-Out

The Check-Out Wizard automatically:

1. Reviews all charges
2. Calculates final total with tax
3. Prompts for remaining balance
4. Processes payment
5. Generates invoice

Generating Invoices

Each folio produces an invoice for the guest.

Invoice Features

• Itemized charges with dates
• Tax breakdown (VAT, service tax, etc.)
• Payment history
• Company letterhead
• QR code for digital payments (optional)
• Multi-currency support

Export Options

• PDF - Printable invoice
• Email - Send directly to guest
• Account Move - Posted to Odoo accounting for reconciliation

Integration with Odoo Accounting

Folios integrate fully with Odoo's accounting module:

• Revenue recognition per day (for accrual accounting)
• Tax posting to appropriate accounts
• Payment reconciliation with bank statements
• Analytic accounts per property for revenue tracking

Split Folios

For group bookings or corporate stays, you can split folios:

• Separate folios per occupant
• Group master folio + individual folios
• Company-paid vs guest-paid charges

tip

Configure default tax rules in Configuration > Settings so charges automatically apply the correct tax rates based on property location.

Need Help?

Contact SDLC Corp at sdlccorp.com/contact-us or email sales@sdlccorp.com