Every charge captured, every invoice accurate
A guest folio that builds itself throughout the stay
Every charge from every department posts to the guest folio automatically — accommodation, restaurant, bar, laundry, guest services, and manual charges. At checkout, the invoice is already complete. Export as PDF with one click.
Key capabilities
Ten folio entry types — Accommodation, F&B, Bar, Laundry & Valet, Guest Services, Manual Charges, Other Income, Payments, Refunds, and Adjustments
Three folio statuses — Open, Settled, and Balance Due — with running balance on every line
Void any entry with a tracked reason that logs for audit — the system creates an automatic reversal adjustment
Export the full folio as a professional PDF statement with booking details, itemized charges, and totals
Ten charge types from every department
A guest's folio in Hospio360 captures charges from across the entire property. Accommodation charges post when the guest checks in. Restaurant and bar orders linked to the room post when the order is placed. Laundry and valet charges appear when the order is completed. Guest services charges from equipment rentals are added as they occur.
Staff can also post manual charges for anything not covered by the standard modules — meeting room fees, parking charges, or special services. Other income entries handle miscellaneous revenue. Payments, refunds, and adjustments round out the ten entry types that make up a complete guest account.
Every entry records the date and time, a description, which staff member posted it, the charge type as a color-coded badge, the charge or payment amount, and a running balance. The folio is a complete financial history of the stay.
Void with a reason, not a deletion
Mistakes happen. A bartender charges the wrong room. A laundry order gets double-posted. In most systems, you either delete the charge (losing the audit trail) or manually create a negative adjustment (risking more errors).
Hospio360 handles this with a void workflow. Select the entry, provide a reason, and the system creates an automatic reversal adjustment. The original entry stays visible with the void reason displayed alongside it. The reversal entry appears as a separate line with the correcting amount. The running balance adjusts correctly.
Adjustment entries themselves cannot be voided — preventing infinite reversal loops. Every void is traceable to the staff member who requested it and the reason they gave.
Three folio statuses that track the account lifecycle
A guest folio moves through three states: Open while the guest is checked in and charges are still accumulating, Balance Due when the guest has checked out but has an outstanding amount, and Settled when all charges are paid.
The folio summary shows three totals at the bottom: total charges, total payments, and outstanding balance. During checkout, the front desk sees the balance remaining and can record a final payment right from the checkout dialog — selecting amount, payment method, type, and reference number.
Corporate bookings add another layer: daily spending caps limit how much can be charged to the organization per day. Charges above the cap route to the guest's personal account instead.
One-click PDF export for professional invoices
At checkout, your guest needs a clean, professional invoice. Hospio360 exports the full folio as a PDF with one click. The statement includes booking details — guest name, room, check-in and check-out dates, booking ID — followed by the complete itemized list of charges and payments with dates, descriptions, types, and the running balance.
The PDF is formatted for professional presentation. Hand it to the guest at reception, email it to their corporate accounts payable, or keep it in your records. No manual formatting, no copy-pasting into Word, no assembling charges from five different systems.
The folio built itself throughout the stay. The invoice is just its final form.
Why hotels choose Hospio360 for billing & invoicing
Charges post themselves
When the restaurant creates an order linked to a room, the charge appears on the folio instantly. Same for bar, laundry, and guest services. No manual entry needed.
Transparent billing
Guests see every charge with date, description, who posted it, type badge, and running balance. No surprises at checkout.
Audit-ready records
Voided entries stay in the folio with the reversal and reason visible. Every action is traceable to a staff member.
See billing & invoicing in action
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