TABLE OF CONTENTS

Introduction to Billing Profile

A billing profile contains the details of the receiver to be used when sending an invoice. It includes details such as the primary contact name, business address,  VAT number, and any other relevant information necessary for processing payments and managing billing-related activities. 


Each Hotel Account can have one or more Billing Profiles. 


How to Update the Billing Profile

Note: Program Admins can not edit Billing Profiles by default. To edit a billing profile, you must be a member of the Hotel Account which contains the Billing Profile, and have permissions of the Owner or Admin role.


Overview

When an invoice is generated for a Hotel Account, the receiver's details are populated from the Billing Profile.


Each Hotel Account can have one or more Billing Profiles. The Hotel Account users can create more Billing Profiles as required.

 

When an invoice is created, the default Billing Profile will be applied. The Hotel Account users can then choose to update and edit the Billing Profile of an invoice if needed. 


Billing Profiles can be updated by Hotel Account users with the Owner or Admin roles.


Create a Billing Profile

Steps

  1. Switch to the Hotel Account Page

    • In the left-hand navigation menu, click on your user profile name.
    • In the submenu, click on Switch Account.

  2. Find Your Hotel Account

    • On the Accounts page, identify the Account for the Billing Profile to be updated.
    • Click on Open.

  3. Open the Billing Profile

    • Once in the correct Hotel Account, click on Billing in the left hand navigation menu.
    • In the sub menu, click on Billing Profile.

  4. Create Your Profile

    • Click on Create Profile to create a new billing profile if you have multiple billing profiles to manage.

  5. Fill in the Information

    • Fill in the required information and click on Create Billing Profile to create a new billing profile.

  6. Check Your New Billing Profile

    • After the creation, you will see the newly created billing profile displayed aside from the default billing profile.
    • You can hover over the billing profile and click on edit or delete icons to edit or delete it.
One hotel account is allowed to manage a maximum of 10 billing profiles.

The hotel owner or admin can delete any no-longer-in-use billing profiles excluding the default billing profile

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Edit a Billing Profile

Steps

  1. Switch to the Hotel Account Page

    • In the left-hand navigation menu, click on your user profile name.
    • In the submenu, click on Switch Account.

  2. Find Your Hotel Account

    • On the Accounts page, identify the Account for the Billing Profile to be updated
    • Click on Open.

  3. Open the Billing Profile

    • Once in the correct Hotel Account, click Billing in the left-hand navigation menu.
    • In the sub menu, click on Billing Profile.

  4. Update Your Profile

    • Update the elements of the profile required.
    • Once complete, click on Save Changes to save.
At this time, each Hotel Account has one default Billing profile. All invoices for Hotels within this account will be sent to the same Billing Profile by default.

Tax ID: 

Certain countries require invoices to include your business tax ID (VAT, GST, etc.). Please note that the Tax ID is currently being pre-configured by our implementation team due to complex validation rules. If you need to update it, you can contact us.

The CIF is the tax ID number that identifies a company or legal entity in Spain. Bear in mind that this CIF also stands for the VAT number (not like in many other countries in which both are separated and different).

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How to Update the Billing Profile for an Open Invoice

Program Admins can not edit Billing Profiles by default. In order to edit a billing profile, you must be a member of the Hotel Account which contains the Billing Profile, and have permissions of the Owner or Admin role.

Overview

Invoices are generally billed to the default billing profile.

The billing profile can be edited and updated by the hotel owner or admin.


Steps

  1. Switch to the Hotel Account Page

    • In the left-hand navigation menu, click on your user profile name.
    • In the submenu, click on Switch Account.

  2. Find Your Hotel Account

    • On the Accounts page, identify the Account for the Billing Profile to be updated
    • Click on Open.

  3. Open the Billing Profile

    • On the left menu, click on Billing.

  4. Check Your Profile

    • Click an invoice within Open or Overdue Status.
    • Click on the Bill to tab within the invoice detail overlay.

  5. Update Your Profile

    • Click on Edit on the right of the Billing profile item.
    • Select a new billing profile from the dropdown list.
    • Click on Save Changes in the down left.
Editing the Billing Profile will void the original invoice, and generate a new invoice with the revised Billing Profile.
When you hover over the new generated invoice, it will show a tooltip and state "This invoice is an amended version of the voided invoice number".

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How to Update the Default Hotel Level Billing Profile

Overview

By default, each hotel within a Hotel Account is assigned to the Hotel Account Billing Profile created by the hotel owner or admin.

The hotel can be assigned to a hotel level billing profile and generate the invoice to the assigned hotel billing profile according to the hotel user’s needs by the program admin or manager.


Steps

  1. Find Your Hotel Account

    • In the left-hand navigation menu, click on Hotel.
    • Click the hotel name you want to change the hotel billing profile

  2. Open the Edit Page

    • Click on the Assignments tab within the hotel detail overlay
    • Click on Edit on the right of the Billing profile item

  3. Select New Profile

    • Select a new billing profile from the dropdown list.
    • Click on Save Changes.
    • You will see the updated assigned billing profile for this hotel.
If the hotel is switched to a different hotel account, then the billing profile will be reset to the account default billing profile
If the hotel is not assigned to the hotel account, there will be no billing profile assigned to this hotel
If the hotel selects the billing profile but the billing profile is deleted by the hotel user later, then the billing profile will be reset to account default billing profile again.

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If you have any other questions, please feel free to contact our customer service team.