Billing & Accounting

Every amount a guest owes or pays in Innvera lives on one record: the folio. A folio is created with the reservation, carries the room charges and taxes from the start, collects extras and payments during the stay, and is locked at check-out. Everything the Accounting workspace shows — the journal, receivables, the cashier drawer, the daily close — is a projection of that folio ledger, not a second set of books.

Two things follow from this. First, the ledger is append-only: nothing posted is ever edited or deleted; a correction is a new line that reverses the original, so the audit trail is complete by construction. Second, the accounting figures cannot disagree with the folios, because they are computed from them.

How money flows

1. Reservation → folio. Creating a reservation creates its folio and posts one Room Charge line per room segment plus one Tax line per tax. If the price changes later, an Adjustment line carries the difference. See Charges & postings.
2. A statement of what is expected. Before any money moves, a proforma invoice can be issued from the folio so a company can raise a purchase order or a guest can wire a deposit. It posts nothing — it is a snapshot of the folio's figures, not a bill. See Proforma invoices.
3. Charges during the stay. The front desk adds Extra Charge and Discount lines by hand; check-in and check-out post early or late fees automatically. See Folios.
4. Payments. Cash, card, bank or voucher money is recorded against the folio as a Payment, Deposit, Refund or Write-off. OTA-collected money arrives as a system Prepayment. See Payments.
5. Settlement and check-out. When charges minus settlements reaches zero the folio is Settled; check-out locks it as Closed. A balance owed by a company is transferred to the city ledger and becomes a tax invoice — at which point any proforma for that stay reads Invoiced and names it. See Invoices and Receivables & city ledger.
6. Journal. Posting rules turn every charge and payment into a debit and a credit against the chart of accounts. See Journal.
7. Daily close. The night audit snapshots one business date — revenue, tax, settlement, guest-ledger movement — and records who closed it. See Daily close & night audit.

Only steps 1, 3, 4 and 5 move money. A proforma sits outside the ledger entirely, which is what lets it be reissued or voided freely.

Where it lives

• Folio of one reservation — open the reservation and choose the Folio tab, or open Billing & Folio at /billing and click View Folio.
• Accounting — the Finance › Accounting entry in the sidebar, headed Daily close, journal, receivables and cashier reconciliation — all projected from the folio ledger. Its tab bar is Daily close, Journal, Receivables, Cashier, Payments, Folios and Reports.
• Settings › Accounting — chart of accounts, posting rules, payment methods, taxes & fees, revenue & currency, numbering & approvals, drawer & printer, exports. See Accounting settings.

Who can do what

Folios are governed by three permissions on the folio resource; the accounting workspace has its own accounting resource beside it.

The seeded roles split these the way a hotel finance team does. Front Desk holds folio: read, post and accounting: read, cashier — the desk counts the drawer and reads the day, but does not close it and does not decide what an account means. Accountant holds folio: read, post, void and every accounting bit except cashier, because the person who reconciles the drawer must not also be the person who counts it. Administrator holds everything.