Finance

Finance is where every unit of money moving through the hotel — bookings, business sales, expenses, refunds and internal transfers — is recorded and reconciled. It is normally restricted to accountants and admins.

1. Payments / Billing

This is where payments against bookings are collected and where an accountant can move money between accounts:

• Record a payment against a booking (full, partial, or a deposit), choosing the payment method (cash, mobile money, card, bank transfer).
• Issue a refund against a booking, which is logged as its own transaction type so it never gets confused with an expense.
• Disburse funds to a hotel business or to the front desk (Booking) account. This is used when the hotel physically hands over cash to fund a business — for example, giving the bar float money to restock. Disbursing:
  • Records an expense against the hotel's central account (the money leaving your keeping), and
  • Records matching income on the receiving business or department's own account.
• Disbursed amounts show up under that business's own records, so a business owner can see exactly what capital they were given, separate from their own sales.

2. Transactions

The full ledger — every transaction ever recorded, in one searchable, filterable list.

• Filter by date range, category, type (income/expense), or source (booking, rest booking, business sale, business purchase, business expense, refund, disbursement, laundry order, and manual entries).
• Each row shows the amount, category, source, who recorded it, and any note attached.
• Manual entries can be added directly here for anything that doesn't come from another module — with a category, type and description.

3. Finance Control

Finance Control shows account balances per category — how much has been collected versus how much is still outstanding, and, for cash-handling categories, how much is currently "in your keeping" (collected but not yet banked or disbursed further).

• A category's balance nets income against expenses of the same category — so a business's income account only reflects money actually earned or disbursed to it, never money it spent restocking on a separate purchases account.
• If more has been recorded as spent than collected for a category, the balance banner switches to a red "overspent" warning rather than showing a confusing negative "held" figure.
• Use this page to reconcile physical cash on hand against what the system expects to be held.

4. Finance Reports

Summarized, printable views of income and expenses over a chosen period:

• Income broken down by source (bookings, rest bookings, business sales, laundry, disbursements received, etc.).
• Expenses broken down by category.
• Net revenue for the selected period, exportable for record-keeping or handing to an outside accountant.