Daily Trial Balance Report - Everything You Need to Know

To access the Daily Trial Balance:

1. Open the Main Menu
2. Go to Accounting
3. Click the Daily Trial Balance tab

Permissions and access

By default, access is available to:

• Property Owners
• Organization Users
• Organization Admins

Additional user roles can be granted access through the user permissions settings (role privileges). Check Role privileges to learn more.

How to initialize the ledgers: 

1. Set the opening balances

Once you access the Daily Trial Balance tab for the first time, you will be prompted to review and set balances for the Deposit, Current, and Accounts Receivable Ledgers.

Cloudbeds PMS will display suggested amounts that are generated from the property's existing posted and imported financial activity.

You can choose to: 

• Accept the suggested balances
• Override the balances manually
• Match balances to an external accounting system
• Set balances to zero if preferred

The chosen setup depends on the property's accounting and reconciliation workflows.

2. Confirm initialization

After initialization is completed:

• The ledgers are activated
• The system waits for the next Night Audit cycle
• The first Daily Trial Balance becomes available after Night Audit finishes successfully

The Daily Trial Balance page is divided into two ledger tabs (Current and Balances) and accounting sections that help properties review daily financial activity and reconcile balances.

The Current ledger focus on transaction detail and operational activity, while the Ledger Balances tab summarizes the financial totals and reconciliation results across all ledgers without focusing on transaction-level detail. So operationally:

• Current Ledger tab = detailed activity
• Ledger Balances tab = reconciliation summary

Current Ledger tab Ledger Balances Tab

The Current Ledger contains in-house posted activity for guest folios, group folios, and house accounts.

This tab focuses on the transaction details that make up the property's daily operational accounting activity.

It includes:

1. Summarized details of:

• Current Ledger opening and closing balance summary
• Current Ledger opening balance
• Transactions total
• Deposit transfers received into the Current Ledger
• A/R transfers moved out of the Current Ledger
• Current Ledger closing balance

2. Charges breakdown: Displays in-house posted charges and adjustments, including:

• Rates and room revenue
• No-show charges
• Items and services
• Add-ons
• POS custom items
• Cancellations
• Fees and fee adjustments
• Taxes and tax adjustments

3. Payments activity: Displays payments and refunds split by payment method, such as:

• Cash
• Bank transfer
• Credit card

4. All transactions total:_ Displays the total activity posted in the Current Ledger for the selected business day.

Ledger Balance Tab

The Ledger Balances tab provides a high-level reconciliation overview of all accounting ledgers for the selected business day.

Instead of showing detailed transaction categories, this section focuses on the financial movement and balance progression of each ledger. The Ledger Balances view helps accounting teams verify that all ledgers reconcile correctly after Night Audit completes, it is primarily used for reconciliation and auditing purposes.

1. For each ledger, the report displays:

   • Opening Balance

   • Net Activity

   • Transfers In and Out

   • Closing Balance

The section consolidates the financial movement for:

2. Deposit Ledger
3. Current Ledger
4. Accounts Receivable Ledger

It allows you to quickly validate whether the accounting flow balances correctly across the entire property.

After the Night Audit process completes, Cloudbeds PMS generates a Daily Trial Balance snapshot for that business day.

The report verifies the following accounting equation: Opening Balance + Daily Activity = Closing Balance

It also confirms that transfers between ledgers net to zero. 

For example:

• Deposit transfers leaving the Deposit Ledger should appear in the Current Ledger
• Current Ledger transfers into Accounts Receivable should appear in the Accounts Receivable Ledger

This reconciliation process helps identify posting discrepancies before accounting periods are finalized.

The report provides a consolidated accounting snapshot that properties can use for:

• Daily reconciliation
• Accounting reviews
• Financial audits
• Month-end reporting
• Comparison against external accounting platforms such as:
  • NetSuite
  • QuickBooks
  • SAP
  • Sage Intacct

If users modify historical transactions after Night Audit, the Daily Trial Balance captures those changes on the date the modification occurs. Examples include:

• Adding transactions to past reservations
• Voiding historical postings
• Updating group folios
• Adjusting house accounts

The report reflects the impact of those changes in the current business day's activity. Additional reconciliation may require:

• Insights reports
• Exported financial reports
• External spreadsheet analysis

The feature is currently part of a limited rollout and can be enabled upon request.

No. The Daily Trial Balance is currently available at no additional cost.

No. The report is generated after Night Audit completes.

The report becomes available only after the next successful Night Audit cycle.

Not currently. Initialization is designed as a one-time setup process.

The Daily Trial Balance captures the changes on the day the modification occurs.

Additional reconciliation may be required to identify the original historical impact.

Yes. The Daily Trial Balance helps accounting teams validate daily financial activity and reconcile balances for auditing purposes.