Target Roles: Accounts Receivable Managers, Credit Managers, Finance Directors, Front Office Managers, System Administrators
Last Updated:
Executive Overview
In HotelKey PMS, company direct-bill privileges and exposure limits are governed under the Direct Bill tab within each corporate account profile. Finance and credit teams configure whether an account is authorized for company-sponsored billing (Company Pays), establish the recurring billing cycle length (Billing Period in Days), and activate Credit Limit Monitoring with an assigned credit ceiling. Establishing strict credit ceilings prevents over-extension of credit, mitigates bad-debt exposure, and automates credit-check controls across Front Desk reservations and night audit operations.
Configuration Guide: Enabling Direct Bill & Setting Credit Limits
System Navigation Path
Dashboard > Select Company > Edit Account > Direct Bill
Step
Action
Platform Guidance & Operational Details
Access Corporate File
On the Accounts Receivable Dashboard, locate the Company List grid and click on the target corporate profile (e.g., Mutual Insurance Co).
Loads the company profile displaying total balance due, active credit limit, aging brackets, and unbilled receivables.
Initiate Edit Mode
In the corporate header card, click the white Edit Account button (with pencil icon).
Launches the multi-tab corporate account configuration console.
Open Direct Bill Tab
In the horizontal navigation bar, click the Direct Bill tab.
Navigates to the direct-bill credit rules, billing cycle parameters, and payment mapping settings.
Enable Company Pays
Verify or toggle the Company Pays switch to ON.
Authorizes the account for direct billing privileges, routing approved folio charges directly to corporate accounts receivable.
Set Billing Cycle
Adjust the Billing Period in Days counter using the - and + buttons or by typing directly (e.g., set to 1 or contracted billing period).
Establishes the frequency interval for compiling recurring billing statements.
Activate Credit Monitoring
Toggle the Credit Limit Monitoring switch to ON.
Activates automated system surveillance of total outstanding balances against the credit ceiling.
Define Credit Limit
In the Credit Limit field, enter the approved credit ceiling (e.g., USD 10,000.00).
Sets the maximum allowable debt exposure permitted for the corporate entity before warning or restricting bookings.
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:
Direct Bill Configuration & Credit Limit Setup
Form screen displaying the Direct Bill tab with Company Pays toggled ON, Billing Period set, Credit Limit Monitoring enabled, and Credit Limit defined as USD 10,000.00, alongside the blue Save button.
Credit Limit Setup Walkthrough
Detailed Configuration Field Breakdown
Direct Bill Tab Parameters
Company Pays Toggle: Master switch authorizing direct-bill billing privileges. When toggled ON, the PMS permits front desk staff and reservation agents to select direct bill as a payment method and transfer guest folio charges to the corporate master balance.
Billing Period in Days: Numerical counter (- / +) configuring the contracted statement generation and billing frequency (e.g., 1, 14, 30 days).
Credit Limit Monitoring Toggle: Enables or disables automated account balance tracking against the approved credit threshold.
Credit Limit Field: Monetary input establishing the maximum gross credit threshold (e.g., USD 10,000.00). When credit limit monitoring is active, exceeding this ceiling alerts credit managers and can restrict additional direct-bill postings.
Enable Local Tracking Toggle: Keeps property-level accounting and transaction audits synchronized with central corporate ledgers.
Attach Payment Source on Group Member Reservation Toggle: Automatically links the company's designated corporate payment source to individual guest pick-up reservations created within group blocks.
Enable Payment by Tax Type Toggle: Allows selective charge routing and payment allocation based on granular tax breakdown rules.
Operational Validation & System Impact
Header Credit Metric Synchronization: Once saved, returning to the corporate account overview updates the header Credit Limit KPI card to reflect the newly assigned ceiling (e.g., updating from $0.00 to USD 10,000.00).
Front Desk Check-In Controls: If Credit Limit Monitoring is enabled and an account's combined unbilled receivables and open invoices approach or exceed the ceiling, the system flags credit alerts during reservation intake and check-in.
Audit Trail Tracking: Modifications to direct bill privileges, monitoring states, and credit ceiling amounts are permanently stamped with the executing user's login ID and timestamp in system audit logs.
