Essential reports to export before closing or selling your property

Eduardo Chacon

Updated September 30, 2024 09:57

If you plan on selling your property, shutting down your operations, or canceling your Cloudbeds account, we highly recommend exporting specific reports to preserve your guest and property data locally. Once your Cloudbeds account is deactivated, you can no longer access it, so saving and securing your data in advance is crucial.

If you’re temporarily suspending your account, don’t worry - you’ll regain full access to your data once your account is reactivated.

Key reports to export:

1. Reservation List

This list contains a complete history of all bookings, from the first check-in to the day your property ceases operations. It’s a comprehensive snapshot of your reservation history, ensuring you have a record of every guest and booking.

2. Guest Profiles

This report includes Personally Identifiable Information (PII)—details that can be used to identify, contact, or locate individuals. It's important to follow local privacy regulations when handling this sensitive information.

You should extract guest profiles if you are:

Changing your Property Management System (PMS)
Temporarily shutting down your property

Cloudbeds is not responsible for how this data is stored or handled once exported.

Guest profiles contain essential information about your customers, including personal details, revenue, notes, and any attached documents. Here’s how to download the report:

Menu
Guests
Apply the necessary filters
Export the data

If you have repeat visitors, remember that you may have duplicate guest profiles. Check out our detailed article on merging duplicate profiles for a streamlined database.

3. Transaction Report

This report is your go-to for tracking all financial transactions across reservations, folios, and house accounts. It’s similar to a Posting Journal and logs payments, adjustments, refunds, and voids.

For a more detailed breakdown, you can filter the report by date, user, or transaction type. We recommend generating a monthly report to match your transactions with your income statements and ensure that all payments have been successfully received.

If you're closing your property, this report will help you verify that your financial records are accurate and that no payments have been missed.

4. Invoice Report

This report consolidates all property invoices into one easy-to-access location. You can filter, search, open, and download invoices as needed. Also, you can email invoices directly to guests from this page if you like. It’s a handy tool for organizing your financial records, especially when transitioning out of Cloudbeds.