Front Office PMS guide

Quick Check-Out, Settlement and Small Balance Waivers

Settle the bill at check-out, transfer it to a company, or waive a small leftover balance with a reason, and keep the bill open to fix later.

Your desk closes the bill and prints the invoice at check-out. A balance owed by a company on credit moves to its ledger. A guest who paid the OTA already shows zero due. For everyone else, choose the payment method and print.

Waiving a small balance

Bags packed, the guest stands at the desk while the card shows ₹142, perhaps GST rounding on an OTA rate or a water bottle nobody will dispute. Your desk can write it off as an allowance, noting a reason and their own name, up to a low limit of ₹500. The accounts record the allowance and the guest leaves on time.

What it blocks, and what it doesn't

A bill with an open balance above the limit will not close. Collect it, or move the balance onto a company or agent account first. This is the single block, and money is the reason.
The final night is posted before any refusal. If check-out is refused, that posting is reversed too, so no half-posted night is left behind.

After departure

The bill remains available. You can add a GST number, raise a credit note, reprint the invoice, or have the administrator change the payer with a log entry. Anything about a past stay can still be reached, and every change is recorded.

The night audit records a no-show when your desk confirms it, not at a fixed hour, and it never posts a charge you have no way to collect.

Other Front Office PMS guides

A Tape Chart That Shows Rates, Rules and RoomsSee every room, night and booking on one hotel tape chart, with the rate, minimum stay and stop-sell sitting right above the bars. Take a Reservation With a Firm Quote FirstQuote the stay before you book it, so the rate your front desk tells the guest is exactly the rate the PMS charges. Fast Guest Check-In With ID and Advance on One BillCheck guests in from one screen with ID capture, the existing advance folio and an instant room release when the last guest leaves. Printable Guest Registration Card on Your LetterheadPrint the guest registration card (GRC) straight from the booking, on your hotel letterhead, and reprint it whenever you need. Guest Folio With Split Billing WindowsKeep one guest folio per stay, or split it into billing windows so a company covers the room while the guest settles food. GST Invoices With the Right Slab and a QR CheckIssue a GST invoice for hotel stays with the correct slab, a CGST/SGST split, the buyer GSTIN and a QR code anyone can verify. GST Credit Notes and Debit Notes for Hotel BillsCorrect an issued hotel invoice with a numbered GST credit note or debit note that points to the original, without ever editing the bill. Move Rooms or Upgrade Guests From the ChartMove a guest to another room or upgrade them to a better category from the tape chart, recording why and by whom. No-Show and Cancellation Policies That Charge CorrectlyAttach a cancellation policy to every booking, let the night audit apply no-show retention, and never post a charge you cannot collect. Group Bookings With Rooming Lists and Master BillsManage hotel group bookings as one reservation covering several rooms, with a rooming list and separate or master billing for each room. One Guest Profile Across All Your HotelsKeep one guest profile per person across every property, stop OTA relay emails merging strangers, and catch duplicate bookings early. Admin Corrections on Any Booking, Fully LoggedLet your administrator correct any hotel booking, whether audited, in house, checked out or billed, with every change logged. Block Rooms and Close Dates Across Every ChannelBlock an out-of-order room or close dates for the hotel in a right-click, and your OTA channels update within the same minute. Daily Arrivals, Departures and In-House ListsSee expected arrivals, departures and in-house guests each morning, with the rate and payment mode on every row your desk needs. Track Every Outstanding Balance and Payment LinkSee every outstanding hotel balance in one panel and follow each payment link until you know whether the money arrived. A Full Audit Trail on Every BookingEvery booking keeps an audit trail of who created, changed, moved, checked in or billed it, with the time and the computer used. Confirm, Don't Block: How Exceptions Are HandledThe PMS blocks only actions that would make the money wrong; for every other exception it shows a warning, asks once and logs who approved. Bill Discounts With Reasons, Limits and ApprovalsGive a discount on the whole bill, room, food or one line, reduce the GST with it, record a reason and name, and need a manager above your limit. Early Check-In Fees and Late Check-Out ChargesSet early check-in fees and late check-out charges in hourly bands as a percentage or flat amount, with manager waivers and a full report. Undo Front Desk Mistakes Before the Day ClosesUndo the desk's actions on a booking until the night audit runs, restore cancelled bookings, and let an admin reopen a zero-balance bill.