Balance Due and Transaction Summary

Samuel

Updated December 02, 2025 17:49

Overview

The reservation Balance Due and Transaction Summary now features a unified calculation across the Cloudbeds PMS platform. It uses transaction data from the Accounting Service to ensure the calculation is more reliable and consistent.

The Transaction Summary has also been added to the Group Folio, which helps users easily understand the specific types of transactions contributing to the balance due. The result: A balance due amount will always be in sync, calculated based on all reservation transactions - both pending and posted.

This update also adds the Transaction Summary and Balance Due to House Accounts, providing the same unified and accurate visibility available in Group Folios.

Benefits

Reliable Consistency: Provides a more reliable and consistent calculation of the Balance Due and Transaction Summary throughout the entire platform.
Clear Visibility in Group Folios: Adding the Transaction Summary to the Group Folio makes it easy for users to understand what types of transactions are contributing to the balance due.
Accurate Updates: The system ensures the balance due is accurately updated when pending transactions are removed (such as upon no-show or cancellation).
Clear Visibility in House Accounts: Balance Due and Transaction Summary now appear in House Accounts, ensuring visibility into all transactions contributing to the balance.
Corrected No-Show and Cancellation Behavior: Previously, Balance Due did not always recalculate correctly when reservations were marked as no-show or cancelled. With this update, pending transactions are now removed automatically and the Balance Due updates instantly, preventing incorrect balances and reducing the need for manual adjustments.
Accurate Regardless of Filters: The Balance Due is always calculated using all reservation or account transactions, even if date filters hide some items from view.

Summary Components

Subtotal: Base Rate, Room Revenue
Additional Items: Items & Services, Add-ons
Taxes and Fees: Taxes and Fees (grouped by individual tax/fee type)
Cancellation Fee and No Show Fee: If applicable
Grand Total: Total of all charges combined
Amount Paid: Total of all posted payments
Upcoming Refund: Total of all pending scheduled refunds.
AR Transfer: Accounts Receivable balance transfer
Refund Issued: Total of all refunds and chargebacks
Balance Due: Grand Total - (Amount Paid + AR Transfer - Refund Issued)
- The Balance Due calculation uses all transactions in the House Account, regardless of date filters. Date filters affect only what is displayed - not the calculation.
Suggested Deposit: Suggested deposit amount calculated based on your Property Configuration

Where to find it

On the Dashboard, access the corresponding reservation whose balance will be reviewed.
Click on the Reservation Folio tab. The drawer will expand to show the Balance Due and the Transaction Summary.

💡 Access the full details by clicking on the Balance Due drop-down arrow below the Reservation Folio Description. The balance summary will simultaneously appear on the left-side panel.

Explore the Reservation Folio.

House Accounts

Navigate to House Accounts
Select a House Account
The Balance Due and Transaction Summary now display at the top of the account, using the same unified calculation logic across the platform.

House Accounts use a default date filter starting from “today.” If older transactions contribute to the Balance Due, adjust the From date to view past activity.

Frequently Asked Questions

How is the Balance Due calculated?

The Balance Due is calculated based on all reservation transactions—both pending and posted. The calculation formula is: Balance Due = Grand Total – (Amount Paid + AR Transfer – Refund Issued)

Our new feature ensures accuracy by:

Unifying Calculation: Using transaction data from the Accounting Service
Real-Time Sync: The Balance Due is always in sync with financial changes.

Do pending/scheduled payments count toward upcoming payments?

Yes, they do. However, failed/incomplete payments should be removed automatically once they are no longer pending or after they are posted. If these are still visible in the summary, reach out to our Support Team for assistance.

Why House Accounts are displaying large Balance Due amounts?

The new Balance Due calculation is now displayed in House Accounts. Previously, users relied only on debit/credit totals and could not see whether the account was actually balanced.
The new Balance Due calculation uses all historical transactions, even those filtered out by default UI date ranges.
As a result, older transactions that were previously hidden may now appear as part of the Balance Due.

How can I find the old transactions contributing to this Balance Due?

In House Accounts, the default date filter starts at “today,” but users can manually adjust the From date to any past date.
For large accounts with many records, you may prefer running a custom report in Insights to locate older contributing transactions more efficiently.
Once identified, you can determine whether adjustments are required.

Can I remove or hide the Balance Due in House Accounts?

Not yet. However, the engineering team is evaluating a new property-level setting to show/hide Balance Due in House Accounts. This would allow properties to disable the visualization without affecting their existing transactions.