Companies and Direct Bill

Use this hub to find guidance for setting up company profiles, managing direct bill rules, and supporting the full Accounts Receivable invoice lifecycle.

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Choose the track that best matches your system. Legacy company and direct bill articles support the current Accounts Receivable workflow, while NextGen articles support the new Accounts Receivable module with updated screens and processes.

🏢 Legacy Companies & Direct Bill

Use these articles for the existing company profile, direct bill, invoice, payment, statement, and collections workflows.

🚀 NextGen Accounts Receivable

Use these articles for the new Accounts Receivable module, including the redesigned screens for account setup, invoicing, payments, statements, collection notes, and multi-property account management.

📂 Knowledge Base Articles

🏢 Legacy Company Profile & Contract Setup

Article	What you’ll learn
Add New Multi Property Company	Create and configure company profiles across one or more properties to streamline corporate billing and account management.
Add New Charge Type to Direct Bill Company	Add approved charge types to a Direct Bill company profile to control what can be billed to the corporate account.
Add New Direct Bill Company	Set up a new Direct Bill company profile and its billing details in the Accounts Receivable database.
Add Payment Source to Direct Bill Company	Store a payment source, such as a credit card, on a Direct Bill company profile for automated account billing.
Attach Company Rate Plan and Contract Period	Link negotiated rate plans and set contract validity periods on a Direct Bill company profile.
Change Billing Period Days for a Company	Adjust billing period days on a Direct Bill company profile to control when invoices are generated.
Edit Company Booking Instructions	Update the general reservation instructions staff see when booking under a Direct Bill company.
Managing Companies for Multiple Properties	Switch between property views to oversee company profiles and AR ledgers across a multi-hotel portfolio.
Search Company Billing Details	Find and review company billing details, invoices, receivables, and payments in the Companies & Direct Bill module.
Toggle Company Auto-Invoicing On/Off	Turn auto-invoicing on or off for a Direct Bill company to control automated invoice generation.

📑 Legacy Accounts Receivable & Invoice Lifecycle

Article	What you’ll learn
Collect Payment Against a Company Invoice	Record payments against corporate invoices to keep AR balances and billing records accurate.
Company Folio - Auto Email Suppression	Keep direct bill details out of automated guest checkout emails while normal guest folios are still delivered.
Create Company Invoice	Generate corporate invoices and assign statement due dates for direct bill accounts.
Life Cycle of a Direct Bill	Follow a direct bill invoice from first charge and invoice creation through payment collection and account closure.
Print a Customer Statement	Generate, download, and print statements of account that show corporate clients their balances and transaction history.
Refund Payment - Direct Bill	Refund direct bill payments to corporate accounts and adjust AR balances accurately.
Transferring Unbilled Receivables	Reallocate unbilled receivable line items between corporate profiles, update source and destination company balances in real time, and verify automated audit trail notes.
View / Print / Email a Company Invoice	View, print, or email company invoices and confirm the email was sent.

🚀 NextGen Accounts Receivable

Article	What you’ll learn
Accounts Receivable Dashboard & Company List Management Overview	Use the NextGen Accounts Receivable dashboard to review company balances, monitor account activity, and navigate company list management tools.
Adding a Payment to a Company Account	Add New Payment in Accounts Receivable to a company profile to process received funds
Adding Company Payment Sources	Add, tokenize, review, and manage company payment sources so stored cards can support secure AR payments and automated billing.
Applying Company Payments to Open Direct Bill Invoices: Full Settlement	Use the three-step Apply Payment wizard in HotelKey PMS to allocate full unapplied corporate payments to open direct-bill invoices, close settled balances, and record settlement audit details.
Auditing, Exporting, and Archiving Company Collection Notes	Audit collection-note history, export records for review, and archive outdated notes while preserving credit-recovery documentation.
Canceling Payment Allocations: Reversing Settlements and Restoring Invoice Balances	Cancel Settlement to unbind erroneously applied payments from open invoices, restore unapplied credit balances, and recalculate pre-settlement invoice totals.
Company Account Management Overview	Review the account management screen, ledger sub-tabs, and operational actions used to maintain company AR profiles in NextGen.
Company Collection Notes	Create, update, and track company collection notes that document credit-recovery outreach, follow-up actions, and account status.
Configuring Company Auto Invoicing Schedules	Set invoice frequency, timing, and automation rules for company accounts so recurring Direct Bill invoices generate on the correct schedule.
Configuring Company Charges Setup	Define eligible charge types and Direct Bill routing behavior so approved expenses post to the correct company account.
Configuring Company Direct Bill Credit Limits	Activate credit-limit monitoring, enter corporate credit ceilings, and adjust account parameters to manage Direct Bill exposure.
Creating and Configuring Company Accounts	Create company accounts, configure Direct Bill setup, and apply invoicing rules that support accurate AR account management.
Custom Line-Item Payment Allocation on Direct Bill Invoices	Manually edit line-item allocation amounts to distribute partial remittances, resolve boundary errors, and maintain accurate remaining invoice balances.
Creating Direct Bill Invoices	Convert unbilled folio charges into finalized AR invoices with custom PO tracking numbers and defined payment due dates.
Editing Local Company Accounts	Update local company profile details, billing configurations, and account settings when business information or AR requirements change.
Emailing Customer Statements	Prepare and send customer statements from NextGen AR, confirm dispatch details, and support timely balance communication with corporate clients.
Mapping Company Accounts and Synchronizing Profiles in Multi-Property Environments	Map company accounts across properties and synchronize profile data to keep multi-property AR records aligned.
Merging Company Accounts	Consolidate duplicate or related company accounts, combine ledger information, and reduce fragmented AR account records.
Modifying Direct Bill Invoices: Adding Line Items from Unbilled Accounts Receivable	Modify Invoice utility to append unbilled company charges onto open direct-bill invoices, automatically recalculating statement balances and consolidating corporate stay folios without re-creating the invoice.
Modifying Direct Bill Invoices: Removing Line Items and Releasing Transactions	Modify Invoice utility to remove disputed or misassigned line items from an open invoice, recalculating the statement's balance in real time.
Partial Payment Allocation and Balance Validation	Use the Apply Payment wizard in HotelKey PMS to resolve balance boundary warnings, deselect excess line items, and apply partial payments to open direct-bill invoices while maintaining accurate remaining balances.
Refund a Company Payment	Process payment refunds from the Payments & Expenses sub-tab, select refund codes, enter amounts up to the available balance, and record mandatory audit remarks to balance corporate direct-bill ledgers.
Transferring Unbilled Receivables Between Company Accounts	Move unbilled receivable items from one company account to another and verify that both account balances update correctly.
Voiding Open Invoices	Void open AR invoices, reverse invoice activity, and return eligible balances to Accounts Receivable for correction or reprocessing.