This guide covers the money side of a stay: the guest's bill, the member account, an advance asked for by payment link, bills by cycle for long stays, promo codes and packages, and charging a till bill to a room. Each part says what is built. Several parts are off until your workspace is given them.
1. The guest's bill
Once a guest is checked in, the front desk shows The guest's bill with an Open the bill link. The bill is a draft invoice opened at check-in, and it takes charges while the guest is in house. After check-out, open it to check the lines and finalise it.
After check-out the front desk also shows Settle the bill: what the bill totals, what has been received and what is still owed, with a button to finalise it. Finalising sends the draft; after that a change goes through a credit note. Taking the balance by UPI in the same box is switched off in some workspaces; there, finalise the bill and record the payment on the invoice screen.
2. The member account
For a club member, Member account shows what they owe or hold in advance, what is overdue, and the dues, charges and payments behind it, each line with the balance after it. It is read only: it posts nothing and changes nothing. If a row cannot be read cleanly the account is not shown and the reason is said, never an empty list. Without the member account feature the page is not found.
3. An advance by payment link
Where it is switched on, the payments panel of a stay shows Ask for the advance by payment link. Type the amount (from Rs 1 to Rs 10,00,000) and press Make the link. The link is made on your own payment account; copy it or send it on WhatsApp. Nothing is recorded when you make the link: the advance appears in the list, with the other advances, only when the guest has paid and your payment provider has said so. Press Refresh payments to look again. A link that is never paid records nothing.
4. Bills by cycle for long stays
For a stay of 15 nights or more, or one with no check-out date yet, where it is switched on, the front desk shows Bills by cycle (preview). Choose one bill per week, fortnight or month to see each cycle with its nights, its total from the stay's own nightly rates, the advance adjusted against it and what is still due. A night with no rate makes its cycle show as not known, never zero. It is a preview: no bill is raised from it, and how such a bill is taxed is for your CA to confirm.
5. Promo codes and stay packages
Where promo codes are switched on, the new reservation form shows Promo code (optional) and, if you have packages, Package (optional). Type a code or pick a package, then press Fill from room rates; that asks for the price quote, and the rate fields fill from it. Choose a code or a package, not both. A code takes its discount off each night. A rate you type yourself overrides the code and records none. Saving checks the code again and refuses the stay, with the reason, if it has ended or no longer fits.
The business owner can switch a code or a package off or on in Stays settings; a stay that already used it keeps its price. A code with a limit on how many times it can be used is refused for now. Adding codes and packages has no screen yet: it is done through the API.
6. Charging a till bill to a room
Where it is switched on, a counter bill (spa, salon, gift shop) rung as a credit sale and left unpaid offers Charge to room on the till screen. Pick the room from the guests checked in, type the GST rate and the SAC code your CA signed off (nothing is filled in for you), and confirm. The bill stays its own tax invoice and the room's bill is not changed; the bill is linked to the stay, and the screen says which room it is charged to. It is collected at checkout. A bill paid at the till, a restaurant bill, or a bill already charged to another room is refused.
What is not built
- The member account cannot post a payment or a charge: it only reads.
- Bills by cycle are a preview only: no bill is raised per week, fortnight or month.
- There is no screen to add promo codes or packages, and no cap on how many times a code is used.
- The till screen has no button to undo a charge to the wrong room.