One of the core functions of a property management system is to document and account for revenue related to guests' reservations. This article explains the different types of Room Revenue and how to add them to the Reservation Folio.
Overview
There are different types of Room Revenue that you can manually add in Cloudbeds PMS:
- Cancellation: Used when a reservation is canceled outside the free-cancellation period and a cancellation fee needs to be recorded in the folio.
- No-show: Used when a guest does not arrive for check-in on the scheduled arrival date and a no-show fee needs to be recorded.
- Manual: Used when the property needs to add a room revenue charge that is not related to another item or service. For example, to correct a room rate that was posted with a lower amount than expected.
Room Revenue interface update: Cloudbeds is gradually introducing a new drawer interface for adding Room Revenue, Cancellation Fees, and No-show Fees from the Reservation Folio.
Depending on your property's rollout status, you may see the previous form or the updated drawer when selecting Add Room Revenue, Add Cancellation Fee, or Add No Show Fee. These actions use the same updated Room Revenue drawer. The available fields, validation, and transaction behavior remain unchanged. No action is required from your property.
How to add Room Revenue
Step 1 - Access the Reservation Folio
- Find the corresponding reservation. You can use the search bar in the Top menu of your Cloudbeds account.
- Click the Folio tab.
- Open the folio where you want to record the charge.
- Click Add/Adjust Charge.
- Select Add Room Revenue.
Learn more about the Reservation Folio.
Step 2 - Add Room Revenue details
Complete the Room Revenue form or drawer with the following information:
- Choose the revenue type: Cancellation, No-show, or Manual.
- Select the guest to whom the revenue should be assigned.
- Select the applicable folio.
- Enter the amount to be posted.
- Choose a specific date and time for posting the revenue, or select the option to post it using the current date and time.
- Select the applicable taxes and fees, or use the default tax and fee settings for the revenue transaction.
- Add any relevant notes.
- Click Continue.
Room Revenue form (Legacy):
Room Revenue form (New):
- Select the room and folio
- Enter the amount
- Select taxes or fees
- Choose whether the amount will be posted with current date and time
- Add notes, if needed
- Save.
Step 3 - Review Room Revenue
Once posted, the added Room Revenue appears in the debit section or column of the Reservation Folio.
The updated drawer does not change how the transaction is recorded or displayed in the folio.
Frequently asked questions
Why shouldn't I simply add those charges as an item?
Items are accounted for under Product Revenue, while additional Room Revenue is accounted for under Room Revenue in the Daily Revenue Report.
Recording the charges under the appropriate revenue type helps managers and property owners track revenue more accurately.
What if I don't charge a cancellation or no-show fee?
Properties may have different cancellation and no-show policies. If your property's policies do not require these charges, you do not need to add a corresponding fee to the folio.
Why does my Room Revenue form look different?
Cloudbeds is gradually introducing an updated drawer interface for Room Revenue, Cancellation Fees, and No-show Fees.
During the rollout, some properties may continue to see the previous form while others see the updated drawer.
Both interfaces support the same fields, validation, and transaction behavior. No additional configuration is required.
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