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Austria RKSV fiscalization Usage Guide

Mariia Korostashevych
Updated
Purpose Create, review, and manage Austria RKSV fiscal documents during daily property operations.
Best for Front desk staff, property managers, and administrators at Austrian properties using Austria Fiskaly.
Use this when Your Austria Fiskaly integration is already configured and you need to issue or manage fiscalized invoices and credit notes.
Requirements Austria Fiskaly must be configured and ready for live fiscalization. If setup is not complete, follow Austria RKSV Fiscalization Set up guide.
Expected result Eligible invoices and credit notes are signed through Fiskaly, stored in Cloudbeds, and available for the property to review and send to guests.
Limitations Payment receipts created with Generate receipt are not RKSV-signed fiscal documents.

Introduction

After Austria Fiskaly is configured, Cloudbeds can send eligible invoices and credit notes to Fiskaly for RKSV fiscalization. Fiskaly signs the document, and the completed fiscal document is stored in Cloudbeds.

The most important distinction in the daily workflow is between an invoice and a payment receipt. Use Create invoice when you need an RKSV fiscal invoice. Generate receipt only creates a payment receipt and does not satisfy RKSV fiscalization requirements.

Use the workflows below to create fiscal invoices, understand how payments and tips affect them, review fiscal documents, and resolve common issues.

 Important: Select Create invoice for an RKSV fiscal invoice. Do not use Generate receipt as a substitute. Payment receipts are not cryptographically signed through RKSV.

Table of contents

Who this affects and how

The daily fiscalization workflow involves different responsibilities depending on whether you create documents, manage property settings, or oversee fiscal operations.

Role What to know
Front Desk Record the payment before creating the invoice, use Create invoice, and review the finished fiscal document before sending it to the guest.
Manager/GM Understand automated invoice behavior, document statuses, payment classification, period closings, and what to do when fiscalization fails.
Admin Maintain the Austria Fiskaly configuration, tax mapping, VAT exclusions, and automated invoice settings that support daily fiscalization.

Create a fiscal invoice manually

Create a fiscal invoice from the reservation folio after the guest's payment has been recorded. The recorded payment is important because Cloudbeds uses the payment information available when the invoice is submitted for signing.

  1. Open the guest reservation and select the Folio tab.
  2. Confirm that the applicable payment has been recorded in the folio.
  3. Click the three-dot menu at the top right of the folio.
  4. Select Create invoice.
  5. Cloudbeds sends the invoice for fiscalization through Fiskaly.
  6. Review the completed document in the reservation's Documents tab.

The menu includes both Create invoice and Generate receipt. Select Create invoice for the RKSV fiscal workflow.

Reservation Folio with the three-dot menu open, showing Create invoice and Generate receipt options

  Generate receipt acknowledges a payment but does not create an RKSV-signed invoice. Invoices and their corresponding credit notes are the fiscalized document types.

Automate fiscal invoice creation

Cloudbeds can create and fiscalize invoices automatically when a configured event occurs. This can reduce manual front desk work while preserving the same Austria Fiskaly fiscalization process.

  1. Go to Settings Settings icon > Finance Finance icon > Invoices and Documents.
  2. Select the Invoice tab.
  3. Under Invoice Settings, set Generate Invoice to Automatically.
  4. Under When to automatically generate an invoice, select the trigger that fits the property's workflow.
Trigger When it creates the invoice When to consider it
At check-out When the reservation is checked out. The standard workflow for properties that finalize the folio at check-out.
When a payment is allocated When a payment is recorded and allocated against the folio. Properties collecting payment before check-out, including advance-payment or OTA pre-paid workflows.

  Before enabling When a payment is allocated, confirm with your Cloudbeds account manager that the trigger fits your property's payment workflow, particularly how payment information will be available when the fiscal invoice is signed.

  If an automatically created invoice fails fiscalization, do not create a duplicate invoice. Contact Cloudbeds Support with the reservation ID and invoice number so the original attempt can be investigated.

Understand payment classification on fiscal invoices

The payment recorded in the folio affects how the fiscal invoice is classified when it is signed. Under Austrian fiscal rules, the definition of cash revenue is broader than physical notes and coins and can include card, cheque, and voucher payments. Deferred payment methods, such as bank transfers or OTA settlements outside the property, are treated differently.

For payments treated as non-cash, such as a bank transfer or OTA settlement, the cash amounts encoded in the RKSV QR signature can display €0.00. This does not mean the invoice failed to fiscalize. The full invoice amount still appears on the document.

Cloudbeds determines the payment classification from the payment recorded in the folio. You do not enter the cash or non-cash declaration manually.

  Record the payment before the invoice is created. The payment classification used at signing cannot be amended on the signed invoice afterward.

A completed RKSV invoice includes the fiscal information used to verify the document, including its QR code and VAT summary.

Completed Austria RKSV invoice showing totals, VAT summary, and fiscal QR code

Manage invoices, credit notes, and fiscal document statuses

Fiscalized invoices and credit notes remain available from the reservation so staff can review their relationship, status, and fiscal signature.

View fiscal documents from the reservation

  1. Open the reservation.
  2. Select the Documents tab.
  3. Locate the invoice or credit note you want to review.

The Documents tab shows the document type, reference number, amount, date, and applicable status indicators.

Reservation Documents tab showing an RKSV credit note and invoice with Open, Voided, and Signed status indicators

RKSV document reference numbers use a format similar to RSKV-107-SUFFIX.

Understand document statuses

A fiscal document can show more than one status indicator. For example, an invoice can be Voided while still displaying Signed because its original fiscal signature is retained.

Status What it means
Open The invoice or credit note has been created and remains open in the document workflow.
Signed The invoice or credit note carries its RKSV cryptographic signature.
Voided The original invoice has been superseded by a credit note. Its original fiscal signature is retained.
Allocated The payment receipt has been matched to the applicable invoice.
Failed Fiscalization was attempted but did not complete successfully. Do not issue a duplicate invoice.

Invoices and credit notes

Invoices and credit notes are both fiscalized. When an invoice needs to be corrected or offset, the corresponding credit note is also signed through RKSV, while the original invoice remains available for audit history.

  • Invoice: Created and submitted for RKSV signing through Fiskaly.
  • Credit note: Offsets the original invoice and is also RKSV-signed. The original invoice is then shown as Voided.

Payment receipts created with Generate receipt remain separate from this invoice and credit note workflow and do not carry an RKSV signature.

Austria RKSV credit note referencing the original invoice and displaying its fiscal QR code

Email a fiscal document to a guest

  1. Open the reservation and select the Documents tab.
  2. Locate the document you want to send.
  3. Click the three-dot menu next to the document.
  4. Select Email and confirm the recipient address.

Understand how tips appear on fiscal documents

Tips are included in the fiscalized document with the other applicable folio lines. Their VAT treatment depends on how the tip was recorded and how the property's Austria Fiskaly tax configuration is set up.

Tip recorded as VAT treatment What to configure
Tips product on Products Excluded from VAT 0% VAT row Add the product to Products Excluded from VAT.
Tips product with a VAT tax The mapped VAT rate Map the applicable tax in Tax Mapping.
API gratuity with a VAT tax The mapped VAT rate Map the applicable tax in Tax Mapping.
API gratuity without VAT, or a Tips product without VAT that is not excluded Fiscalization is rejected Add the appropriate mapped VAT tax, or use an eligible product configured under Products Excluded from VAT.

  Products Excluded from VAT applies to products. If you need to change tax mapping or product exclusions, follow Austria RKSV Fiscalization Set up guide.

Before creating the fiscal invoice, you can review the Tips line together with the room rate, taxes, and other folio transactions.

Reservation Folio showing a Tips product together with room rate, VAT, city tax, and the folio total

Understand automated period closings

Austria RKSV requires periodic signed closing receipts. Fiskaly creates the applicable closing documents automatically, so property staff do not need to generate, print, or submit them manually.

Closing Austrian term When it occurs
End of day Tagesabschluss Automatically at midnight each day.
End of month Monatsbeleg Automatically on the last day of each month.
End of year Jahresbeleg Automatically on 31 December.

  No staff action is required for period closings. If a closing document appears to be missing, contact Cloudbeds Support with the property ID and relevant date range rather than trying to recreate it manually.

Troubleshoot Austria RKSV fiscalization

Expand the issue that matches what you see. If the resolution requires Cloudbeds Support, gather the property ID, reservation ID when applicable, document or invoice number, relevant dates, and the steps already attempted.

Invoice fiscalization failed

Check the invoice in the reservation Documents tab or in Main Menu > Accounting > Invoices & Documents. If its status is Failed, do not issue a duplicate invoice.

Contact Cloudbeds Support with the property ID, reservation ID, invoice number, and what was already attempted.

The document has no RKSV QR code

Check whether the document was created while Training Mode was enabled. Training documents are not live RKSV fiscal documents.

If Training Mode was off, contact Cloudbeds Support with the property ID, reservation ID, document number, and what was already checked.

The fiscal document fails with a tax configuration error

A folio line may have no applicable VAT mapping and may not qualify for an accepted exemption. Review the transaction or product identified by the error.

Update the applicable Tax Mapping or Products Excluded from VAT configuration in Austria Fiskaly. See Austria RKSV Fiscalization Set up guide.

FinanzOnline authentication is no longer active

Return to Austria Fiskaly settings and review the FinanzOnline Authentication section. Re-authenticate when required.

If authentication continues to fail, verify the FinanzOnline credentials and Webservice access. If you still need assistance, contact Cloudbeds Support with the property ID and the steps already attempted.

A period closing document appears to be missing

Fiskaly creates period closing documents automatically. Do not attempt to recreate a missing closing manually.

Contact Cloudbeds Support with the property ID, the affected date or date range, and the closing type you expected.

Use the reservation's Documents tab when you are working with fiscal documents for a specific reservation. For a property-wide view, go to Main Menu > Accounting > Invoices & Documents.

The centralized Invoices & Documents list lets you review document type, number, amount, document status, and fiscal status when investigating an RKSV issue. For details about the page, available filters, and navigation options, see Invoices & Documents List View.

Accounting Invoices and Documents list showing Austria Fiskaly invoices, receipts, credit notes, document statuses, and fiscal statuses

Use these articles for setup changes or for more information about the centralized fiscal document list:

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