Review city ledger, invoice aging, and House Account activity

Gabriela Garcia

July 03, 2026 18:49

Purpose	Use this guide to choose the correct Cloudbeds report or House Account view to review city ledger balances, invoice aging, receivables, and House Account activity.
Best for	Property owners, property admins, accounting managers, finance teams, and front desk managers who review outstanding balances or House Account transactions.
Use this when	You need to review checked-out reservations with balances due, open invoice aging, receivables, or House Account activity.
You need	Access to Reporting > Cloudbeds Reports and the required role privileges for the report dataset or House Account workflow.
Expected result	You know which report or House Account view to use based on the balance or transaction type you need to review.
Important limit	Cloudbeds does not provide one combined City Ledger / House Account aging report. House Account activity, reservation balances, invoice aging, and receivables are reviewed through different reports or areas.

Introduction

Customers who ask for a city ledger, House Account aging report, or accounts receivable aging report are usually trying to review outstanding balances for accounting, collections, or reconciliation.

In accounting terms, this usually means identifying who owes the property money, how much is still outstanding, where the balance came from, and how old the balance or invoice is.

In Cloudbeds PMS, these details can be connected to different areas, such as checked-out reservations, invoices, groups, receivables, or House Accounts. Because of this, the correct report depends on where the balance or transaction is recorded.

Cloudbeds PMS does not have one combined city ledger / House Account aging report. Use the report or area that matches where the balance or transaction is recorded.

Before you start

Make sure your user role has access to the reports or House Account tools you need. In Cloudbeds PMS, reporting access depends on dataset permissions assigned to your role. These dataset permissions control which report types you can view in Standard Reports, Stock Reports, and Custom Reports.

For example, a user may be able to view financial reports but not invoice reports, or reservation reports but not payment reports. If a report does not appear in your account, your role may not have access to the dataset connected to that report.

To view reports, your role may need viewer access to the related dataset, such as Financial Viewer, Reservations Viewer, Payments Viewer, or Invoices Viewer.
To create, edit, delete, or clone reports, your role needs the related Author permission for that dataset. Author permissions apply only when Cloudbeds Insights is enabled.
To use House Accounts directly, your role needs Add / Use House Accounts.
To create private House Accounts, your role needs Add Private House Accounts.

To review or update role access, go to Account > Settings > Users > Roles. For more details, see Role privileges and Add, edit or delete roles.

Choose the correct report or area

Use this table to match the accounting question you are trying to answer with the Cloudbeds report or area that contains the related data.

To access Cloudbeds Reports:

Go to Main Menu
Click Reporting
Click Cloudbeds Reports, then search for the report name.

If you need to review	Use this report or area	Best for
Checked-out reservations with balances due	Checked Out Reservations with Outstanding Balances	City ledger or reservation balance review
Open invoices grouped by invoice age	Invoice Aging Report by Invoice Date	Invoice aging by open invoice date
Open invoices grouped by overdue payment due date	Invoice Aging Report by Payment Due Date	Invoice aging by due date
Posted transactions by reservation, group, or House Account	Receivables	Receivables review across multiple sources
House Account revenue or activity by service date and transaction description	House Accounts	House Account activity review
Transactions in one specific House Account	Open the specific House Account and use its filters	Detailed House Account review

Review balances and House Account activity

Expand the option that matches the balance or activity you need to review.

Review checked-out reservations with balances due

Use Checked Out Reservations with Outstanding Balances when you need to review checked-out reservations that still have a balance due.

Go to Main Menu > Reporting
Click Cloudbeds Reports.
Search for Checked Out Reservations with Outstanding Balances.
Open the report.
Review the filters and adjust them as needed.

This report is reservation-focused. Use it when the outstanding balance is connected to a reservation, not when you need to review general House Account activity.

Review invoice aging

Use invoice aging reports when you need to review open invoices by age or overdue payment due date.

Use Invoice Aging Report by Invoice Date to review open invoices based on how long they have been open since the invoice date.
Use Invoice Aging Report by Payment Due Date to review open invoices based on how long they have been overdue since the payment due date.

Go to Main Menu > Reporting
Click Cloudbeds Reports.
Search for the invoice aging report you need.
Open the report and review the available filters.

Invoice aging reports are invoice-based reports. They are not general House Account aging reports.

Review receivables by reservation, group, or House Account

Use Receivables when you need to review posted transactions organized by reservation, group, or House Account.

Go to Main Menu > Reporting
Click Cloudbeds Reports.
Search for Receivables.
Open the report.
Review the available filters and adjust the report based on the transactions you need to review.

This report is useful when your review includes different receivable sources, such as reservations, groups, or House Accounts.

Review House Account activity in Cloudbeds Reports

Use the House Accounts report when you need to review posted revenue for House Accounts grouped by service date and transaction description.

Go to Main Menu > Reporting
Click Cloudbeds Reports.
Search for House Accounts.
Open the report.
Filter by service date range, House Account name, or other available filters as needed.

This report helps you review House Account activity. It is not a dedicated House Account aging report.

Review a specific House Account directly

Use the House Account page when you need to inspect transactions for one specific House Account.

Go to Main Menu > House Accounts.
Open the House Account you want to review.
Use the filters inside the House Account to narrow the transaction list by date, user, description, group, sub-group, or adjustment type.
Review the folio transactions.

This option is useful when you already know which House Account you need to inspect, or when you need to review detailed activity that is not summarized in a report.

Use these articles for more details about reports, House Accounts, and role privileges: