The Account Balances report is a helpful tool that can prevent issues with collecting payments after guests have checked out and ensure timely reservation adjustments. With this report, you can ensure that:
- No guest checks out with a balance due
- No-shows and cancellations are adjusted
- No guest checks in without payment or a form of payment on file
Access and use
- From the Main Menu
click on Classic reports
- Go to Daily Activity Reports and click on Account Balances
- Customize the filters
- Click Apply
Filters and Account Balances table
When open up the report, you can filter the list of reservations by:
- Res #, Room #, Name: View a specific reservation by entering the reservation number, room number, or guest name. Leave the field blank to see a complete list of all your guests.
-
Reservation Balances
- If it's positive, the guest owes money
- If it's zero, the guest has paid in full
- If it's negative, the guest has overpaid or paid for future charges
- Reservation Status: Select all or specify the type of reservations you want to see
- Reservation Source: Select all or specify the channels from which the reservation came
- Check-in Date and Check-out Date: Refine your search by a specific date or date range. Leave it blank to see a complete list of all your reservations.
After applying the filters, the table will show a list of reservations. Many fields are either self-explanatory or the same as the filters; here are some honorable mentions:
- Grand Total: The total price of the reservation
- Amount Paid
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Balance
- Negative Balance: the guest has overpaid or paid for future charges
- Balance Due or Positive Balance: The guest owes you money
- The Balance column in this report uses the same unified Balance Due calculation seen in the reservation folio, Group Folios, and House Accounts. The amount is always calculated from all transactions, posted or pending.
- Date filters only affect which transactions are visible in the report; they do not affect the Balance Due calculation.
- Total (This Page Only) and the Grand Total (All Pages)
Click the hyperlinked text on the RES # column to be redirected to the Reservation Details page.
Export To option
Find the Export To button at the top right corner of the page to download the report as a PDF or Excel file.
FAQ
We recommend setting up a standard operating procedure (SOP) with clear instructions for your staff to periodically filter the Check-out bookings and identify any account with an outstanding balance to proceed with either adjusting the revenue or getting payment.
To build your SOP guide, check out the article on how to adjust Room Revenue.
When a reservation is canceled or marked as a no-show, Cloudbeds automatically removes all pending transactions associated with that stay and instantly recalculates the Balance Due. In most cases, this results in a Balance Due of 0.00, and the Account Balances Report will reflect this updated amount.
A canceled reservation may still show a positive balance if:
- A cancelation fee or no-show fee is configured and applied
- Posted (non-pending) charges were added before the cancelation
- Add-ons, taxes, or fees were intentionally posted and not voided
- The property manually added charges that the system does not automatically remove
The Account Balances Report always displays the current Balance Due from the folio, and refreshing or re-running the report will surface the most up-to-date value.
- When a reservation is cancelled, the system automatically updates the Balance Due. This process involves removing any pending transactions associated with the cancelled reservation.
- The Balance Due is then recalculated to accurately reflect the cancellation. A cancellation fee may also be applied as part of this transaction.
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