Manage House Accounts in Cloudbeds PMS

Gabriela Garcia

Updated October 14, 2026 17:39

Purpose	Create and manage House Accounts for transactions that are not connected to a specific room, guest, or reservation.
Best for	Front desk teams, general managers, administrators, and property owners who manage non-reservation transactions.
Use this when	You need to record or manage transactions that do not belong to a reservation, such as purchases made by walk-in customers.
Requirements	Property Owner or Admin access, or a role with the House Accounts permission.
Expected result	You can create and maintain House Accounts and use them to manage applicable transactions separately from reservation folios.
Limitations	House Accounts cannot be deleted, are not intended for accounts-payable or supplier expenses, and saved credit cards cannot be removed from a House Account.

Introduction

House Accounts let you register transactions for items or services that are not connected to a specific room, guest, or reservation. Once a House Account is created, you can use it for applicable payments, refunds, adjustments, taxes, and items.

For example, suppose your property has a bar that serves both hotel guests and customers who are not staying at the property. If a walk-in customer purchases an item that cannot be added to a reservation, you can record the transaction in a House Account instead.

Who this affects and how
Access House Accounts
Before you manage House Accounts
Manage House Accounts

Who this affects and how

Access to House Accounts depends on the user's role. Use the information below to understand whether additional permission setup is needed.

User	House Accounts access	What this means for the user
Property Owners and Admins	Can access House Accounts.	No additional House Accounts role permission is needed.
Other property users	Need the House Accounts permission enabled on their role.	If House Accounts is unavailable, ask a property administrator to review the user's role permissions.

Access House Accounts

Property Owners and Admins can access House Accounts. Other users need the House Accounts permission enabled on their role. The permission controls access to the House Accounts menu item, screens, actions, and related reporting.

If House Accounts does not appear for a user, ask a property administrator to confirm that the user's role includes the House Accounts permission. Property administrators can see Add, edit, or delete roles for instructions on opening a role and updating its privileges.

To access House Accounts:

Open the Main Menu
Click House Accounts

Before you manage House Accounts

Use a House Account when the transaction should not be attached to a specific room, guest, or reservation. Review these restrictions before creating or using one:

House Accounts cannot be deleted. When an account is no longer needed, close it instead.
House Accounts are not intended for accounts-payable or supplier payments. Do not use them to record expenses such as utility bills or staff salaries.
Saved credit cards cannot be removed from a House Account.
If payment processing is connected, you can charge or refund the credit card used for an applicable purchase added to the House Account.

Manage House Accounts

Expand the workflow that matches the House Account task you want to complete.

Create a House Account

Open the Main Menu Main menu icon.png and select House Accounts House Accounts.png . Then:

Click + New House Account.

Enter the House Account Name.
Select Available only to me if you want the account to be visible only to you. When selected, other users cannot see that House Account.
Click Add House Account.

Confirm that the new House Account appears in the House Account list.

Edit a House Account name

Open the Main Menu Main menu icon.png and select House Accounts House Accounts.png . Then:

Find the account you want to rename and click the Edit pencil icon.

Edit the House Account Name.
Click Save.

Open or close a House Account

House Accounts cannot be deleted. Close an account when you no longer want to keep it open for active use.

Open the Main Menu Main menu icon.png and select House Accounts House Accounts.png . Then:

Click the name of the House Account you want to manage.

Click the Status menu and select Open or Closed.

Find and filter House Accounts

Open the Main Menu Main menu icon.png and select House Accounts House Accounts.png .

Use the filters on the main House Accounts page to narrow the account list. You can search by account name and filter by status or creation date.

Use the Status filter to show Open, Closed, or both account statuses, and then click Apply.

Add, void, or refund payments

House Accounts can include payments and refunds when needed for the transactions recorded in the account.

For the complete payment workflow, see House Account - How to Add or Refund Payments.

Add items and adjust charges

You can add items to a House Account and make applicable charge adjustments based on the transaction you need to record.

See House Account - How to Add Item and Adjust Charges in House Account for the complete workflow.

To configure the products that can be added, see Items and Services.

Use House Accounts with Poster POS

If your property uses the Poster POS integration, transactions can be posted from Poster to House Accounts in Cloudbeds PMS.

For connection instructions, see the Poster POS Connection Guide.

How Poster transactions appear in House Accounts

Orders that are not assigned to a guest are sent to a House Account.
When an order is closed in Poster, it appears in the House Account. When the Poster shift is closed, Poster closes the House Account.
If your property uses cash shifts, Poster creates one House Account per shift for each configured Poster location.
If cash shifts are not used, Poster separates sales by calendar day.

Example

Suppose your Poster account has two locations, My Coffee House and My Awesome Bar. If cash shifts are enabled, Poster creates separate House Accounts for the shifts at each location.

View Poster sales by outlet or location

To review Poster sales by outlet or location in Cloudbeds, open the House Accounts created by Poster:

When cash shifts are enabled, separate House Accounts are created for each shift and Poster location. Use the House Account name and location to identify the related transactions.
When cash shifts are not used, Poster separates sales by calendar day instead of by shift.
Cloudbeds does not provide a dedicated Poster outlet sales report. Review outlet-level activity through the House Accounts created by Poster.

Payment processing limitation

If a payment gateway is connected to Cloudbeds PMS, Poster has a limitation when posting transactions paid by credit card. Poster posts both the debit and credit to the House Account, which can result in a duplicated payment.

To avoid duplicate payments when the customer pays by credit card, void the credit posted by Poster and add the payment using Cloudbeds Payment Processing.

Example:

A customer who is not staying at the property orders an item.
The property employee closes the order in Poster POS and selects a credit card as the payment type. Poster adds both the debit and the credit to the House Account.
If the customer is paying by credit card, charge the customer through Cloudbeds Payment Processing and void the credit posted by Poster.

See How to Void Transactions for the House Accounts void workflow.

Now that you understand how to create and manage House Accounts, use these resources for the detailed transaction workflows that may be needed after an account is created: