Target Roles: Accounts Receivable Managers, Credit Managers, Finance Directors, Night Auditors, System Administrators
Last Updated:
Executive Overview
In HotelKey PMS, corporate account invoicing preferences and automated statement compilation are managed directly under the Invoice tab of each corporate direct-bill profile. Finance administrators can configure document attachment policies, recipient contact details, delivery mechanisms, output formatting styles, and automated recurring billing schedules (Auto Invoicing). Enabling Auto Invoicing ensures that corporate billing statements are compiled and dispatched according to defined calendar intervals (Daily, Weekly, Monthly, or First of Month) without requiring manual end-of-period intervention.
Configuration Guide: Setting Up Invoice Delivery & Auto Invoicing
System Navigation Path
Dashboard > Select Company > Edit Account > Invoice
Step
Action
Platform Guidance & Operational Details
Access Corporate File
From the AR Dashboard Company List, click on the target corporate profile (e.g., HotelKey Inc).
Loads the company overview displaying balances, credit terms, and transaction ledgers.
Enter Edit Account
Click the white Edit Account button (with pencil icon) in the corporate profile header.
Opens the multi-tab corporate configuration console.
Open Invoice Tab
In the horizontal navigation bar, click the Invoice tab.
Toggle Attach Folio to Invoice and Include Payment Documents to ON or OFF.
Determines whether itemized guest folios and processed payment receipts are merged into generated billing packages.
Define Delivery Parameters
Set Delivery Type (EMAIL or MANUAL), choose Invoice Type (SINGLE STAY, MULTI STAY, etc.), and select Folio Type View for Email (DETAILED or SUMMARY).
Configures the delivery channel, aggregation scope, and presentation layout of the folio statement.
Manage Recipients & Notes
Verify or enter Recipient Email addresses using + Add Recipients, and enter any custom notes in the Invoice Notes text area.
Directs electronic statements to authorized corporate accounting contacts and appends standardized billing notes.
Enable Auto Invoicing
Scroll down to the Auto Invoicing section and toggle the switch to ON.
Activates automated background billing execution and reveals schedule timing controls.
Set Schedule Timing & Frequency
Select the start Date, set the execution Time (hour, minute, AM/PM), adjust the Offset counter, and choose the frequency from Offset Types.
Defines the exact operational run time and interval (e.g., Nov 27, 2026 at 11:00 PM, Offset: 1, Offset Type: MONTHLY).
Commit Configuration
Click the blue Save button in the upper-right corner.
Commits settings to the database and displays a green confirmation notification (Success: Updated Successfully).
📷 VISUAL CALLOUT:
Auto Invoicing Scheduling Controls & Calendar Jumper
Auto Invoice Scheduling Walkthrough
Detailed Configuration Field Breakdown
1. Invoices Configurations & Account Details
Attach Folio to Invoice Toggle: When enabled (ON), automatically appends individual guest stay folios to the primary invoice document.
Include Payment Documents Toggle: When enabled (ON), bundles corresponding payment transaction receipts and credit records with the invoice.
Account Details (First Name / Last Name): Specifies the authorized corporate accounting representative receiving the billing file (e.g., James Fuller).
MANUAL: Queues generated invoices for local manual retrieval, printing, or external dispatch.
Invoice Type:
SINGLE STAY: Compiles an individual invoice per guest checkout.
MULTI STAY: Consolidates multiple guest departures and room folios into a single aggregated statement for the billing period.
SINGLE STAY ON CHECKOUT: Automatically triggers and finalizes the invoice at the time of guest departure.
Format: Output presentation style for generated documents.
Folio Type View for Email:
DETAILED: Provides a granular, itemized transaction audit breakdown of all posted room, tax, and incidental charges.
SUMMARY: Groups charges into consolidated category totals.
Recipient Email & + Add Recipients: Captures primary billing destinations (e.g., james.fuller@hotelkeyapp.com). Additional accounting contacts can be added using the + Add Recipients link.
Invoice Notes: Freeform text area supporting custom footer instructions, payment remittance details, or wire transfer instructions printed on all invoices.
3. Auto Invoicing Scheduling Controls
Auto Invoicing Master Toggle: System switch that turns background automated statement generation on or off.
Audit Logs Button: Opens historical system tracking logs recording past schedule triggers, modifications, and automated run events.
Date Picker: Interactive calendar input establishing the baseline execution start date (e.g., Nov 27, 2026).
Time Selector: Scrollable hour, minute, and AM/PM time picker defining the exact hour the background compilation job initiates (e.g., 11:00 PM).
Offset Counter: Incremental numerical counter (- / +) adjusting shift boundary or day offsets (e.g., 1).
Offset Types (Frequency Dropdown):
FIRST OF MONTH: Triggers automated invoice compilation on the first calendar day of each month.
WEEKLY: Executes once every seven days on the designated weekday.
MONTHLY: Compiles invoices on a recurring monthly cycle based on the designated start date.
DAILY: Compiles and processes unbilled charges on a daily recurring cadence.
System Integration & Operational Impact
Hands-Free Billing Runs: When Auto Invoicing is active, the PMS automatically sweeps unbilled Accounts Receivable items for the company, compiles the invoice according to the selected view (Detailed vs. Summary), and dispatches the document package to all recipient emails at the specified date and time.
Audit Verification: Scheduled executions and status logs are audited and accessible anytime via the Audit Logs button within the Auto Invoicing panel.
Immediate Deployment: Changes committed with the blue Save button immediately update background cron jobs and display the green Success: Updated Successfully confirmation toast.
