Receipts and Payment Allocation Guide

Overview

A receipt is the official proof that a payment was made. While they are a core component of fiscalization workflows (integrated with partners like Fiskaly, Fiskaltrust, or Invopop), they are available to all Cloudbeds users regardless of government requirements.

Receipt vs. Invoice: What’s the difference?

It is a common mistake to use these terms interchangeably, but they serve two distinct roles in your accounting:

Receipt Types

There are two ways a receipt can be categorized in Cloudbeds depending on how the payment is handled:

1. Simple Receipt: A simple receipt is generated when a payment is recorded but not associated with any specific folio transactions (like a room charge or a tax). It confirms the money was taken but doesn't "close out" a specific line item.
2. Allocated Receipt: An allocated receipt is generated when a payment is matched to specific folio transactions.
   - Detail: It shows exactly what the guest paid for (e.g., "Room Revenue - Monday night").
   - Prevention: Once a transaction is allocated to a receipt, it cannot be linked to another one, preventing accidental double-billing.
   

Setting Up Payment Allocation

To use Allocated Receipts, you must first enable the feature in your settings.

1. Navigate to: Account->System-> Preferences
2. Locate the toggle for Allow Payment Allocation and switch it to On.
   Optional: Enable Allow Allocation to Pending Transactions if you need to associate deposits with future charges (like nightly rates for a stay that hasn't happened yet).

3. Click Save.
   

   When this setting is off, users will only be able to create simple receipts. When it is on - users will see options to associate a payment with folio transactions or with a specific invoice.

Allowing Allocation to Pending Transactions

1. Once payment allocation is enabled, a second option becomes available: Allow Allocation to Pending Transactions.
   
2. Pending transactions are charges that have been scheduled but not yet posted - for example, future nightly rates. Enabling this option is useful for properties that need to take a deposit before a guest arrives and associate it with specific room revenue in advance.

How to Generate a Receipt

You have three primary ways to create a receipt based on your workflow:

Option A: Simple Receipt (No Allocation)

1. Go to the reservation folio and click Add Payment.
2. When prompted, choose "Do not select charges".
3. Once the payment is added, click the Gear Icon next to it and select Generate Receipt.
   

Option B: Allocated Receipt (Direct)

1. Click Add Payment on the folio.
2. When prompted, select By Folio or By Invoice.
3. Check the specific transactions this payment covers. The payment amount will auto-populate.
4. Complete the payment. The allocated receipt is automatically generated and added to the Documents tab.
   

Option C: Allocate After the Fact

1. If you already took a payment as a "Simple Receipt", click the Gear Icon next to that payment.
2. Select Allocate Payment.
3. Select the charges you wish to link. 
4. Confirm, and the receipt will automatically update to Allocated status.

Managing the Receipt Lifecycle

Voiding a Receipt

If you make a mistake or need to change which charges a payment covers:

1. Find the receipt in the Documents section or via the payment's gear icon.
2. Select Void.

❗Note: This does not delete the payment. It simply "unlinks" the charges and cancels that specific document so you can start over.

Frequently Asked Questions

Do I need an invoice before I can generate a receipt?

No. Receipts only require a recorded payment. They can exist entirely independent of invoices.

Can a transaction be included in more than one receipt?

No. This prevents double-claiming of revenue. However, you can allocate portions of a transaction (e.g., paying for half of a room night), leaving the remainder available for a future receipt.

What happens to the money if I void a receipt?

Nothing. The payment stays on the folio. Only the "proof of payment" document is cancelled.

How do I see what still needs to be paid?

When you use the "By Folio" allocation method, Cloudbeds will only show you transactions that haven't been allocated to a receipt yet. If it’s not on the list, it’s already been covered!