Cloudbeds Invoicing - Introduction to Fiscal Documents

Introduction

Fiscal documents formally record services provided, payments received, and outstanding balances between your property and its guests. They also provide the information used to calculate and report taxes to government authorities.

Many countries require these documents and regulate how they are created, corrected, and reported. Cloudbeds supports different fiscalization services and document types to help properties meet the requirements that apply in their region.

Table of contents

• Common uses of fiscal documents
• How Cloudbeds connects to tax authorities
• Glossary of fiscal terms
• Additional fiscal document types

Common uses of fiscal documents

Fiscal documents support customer communication, operational records, payment confirmation, and regulatory reporting throughout the guest journey.

1. Pre-stay quote and booking preview: Provides a potential guest with an itemized estimate of rooms, rates, taxes, and fees before the reservation is confirmed. Cloudbeds PMS does not currently provide a native quote-generation feature.
2. Booking agreement and reservation confirmation: Confirms a finalized reservation and any deposit received from the guest.
3. Stay, cancellation, or no-show summary: Summarizes charges and payments associated with a reservation, including applicable cancellation or no-show fees.
4. Statement for company billing: Consolidates charges from multiple reservations in a group booking into one document.
5. Payment receipt: Confirms receipt of a deposit, partial payment, or full payment.
6. Tax compliance and government reporting: Provides regulated fiscal records with an itemized tax breakdown, such as VAT. In supported regions, electronic integrations automate submission to government authorities.

How Cloudbeds connects to tax authorities

Cloudbeds provides two service models for connecting property data to government tax authorities. The model available to your property depends on its country and the applicable fiscal requirements.

• Core Service: A built-in integration used for Brazil, Argentina, Mexico, Poland, Belgium, Italy for SDI documents, and Croatia.
• Standalone Service: A connection through dedicated Marketplace apps used for Spain, Portugal, Italy for receipts, France, and Austria.

Glossary of fiscal terms

The following terms describe formats and authorization requirements used by different fiscal systems:

• GOBL: The internal data format used to standardize fiscal information across countries.
• CFDI: The electronic invoice format required by the SAT in Mexico.
• CAE: The electronic authorization code required for valid invoices in Argentina.

Additional fiscal document types

In addition to standard invoices, the fiscalization service supports documents required for specific legal and payment scenarios:

• Invoice receipt: A single document that serves as both an invoice and a payment receipt in jurisdictions that support this document type.
• Rectifying invoice: A formal corrective document that replaces an invoice containing errors. It always references the original parent invoice.
• Refund receipt: Official confirmation of a refund issued to a guest. It always references the original parent receipt.

Related articles

Now that you understand the purpose and structure of fiscal documents, use the resources below for related invoicing, reporting, and country-specific guidance.

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