Finance & Accounting Reports | HotelKey Knowledge Base

💰 Finance & Accounting Reports

Welcome to the Finance & Accounting reporting hub.

Use this directory to find the finance and accounting reports that help your team balance ledgers, review receivables, reconcile payments, and validate tax activity.

Jump to a section: 📬 Billing & Receivables (AR) | ⚖️ Ledgers & Trial Balance | 💳 Payments & Transactions | 🏛️ Taxes & Expenses

👥 Who is this for?

These reports are primarily designed for:

Directors of Finance & Controllers: High-level financial oversight, tax auditing, and AR management.
Night Auditors: End-of-day balancing, trial balance checks, and daily ledger reconciliation.
Accounting Managers & Clerks: Invoice generation, payment reconciliation, and house account management.

📂 What you will find in this section:

Financial reports are organized into four functional areas:

📬 Billing & Receivables (AR): Manage City Ledger activity, direct bill accounts, invoice aging, and customer statements.
⚖️ Ledgers & Trial Balance: Balance daily activity, review trial balances, and analyze guest, group, house, and city ledger movement.
💳 Payments & Transactions: Reconcile payment activity, cashier summaries, card activity, and transaction histories.
🏛️ Taxes & Expenses: Review tax liabilities, charge types, paid-outs, and expense-related activity.

💡 Pro Tip: If you are looking for forward-facing revenue projections or high-level property performance metrics like RevPAR or ADR, visit the 📈 Revenue & Analytics reporting page.

📂 Knowledge Base Articles

📬 Billing & Receivables (AR) Reports

Report	What it helps you do
Accounts Receivable Activity	Track reservation-level AR transactions, direct bill company details, and aging balances across 30-day buckets.
AR Invoice Aging	Categorize outstanding invoice balances, monitor aging trends by account type, and improve cash conversion.
Closed Invoice Transactions	Audit line-item charges, tax distributions, payment tenders, and user processing tags for closed invoices.
Closed Invoice Transactions Summary	Verify settled master invoice totals, fiscal tax liabilities, cancellations, and void activity for AR accounts.
Company Accounts	Manage corporate client profiles, direct bill credit limits, and account qualification details.
Customer Statement	Consolidate client billing, invoice details, PO numbers, aging buckets, and remittance information.
Direct Bill Aging	Monitor corporate balances across lifecycle stages and prioritize collection efforts by aging bucket.
Direct Bill Reconciliation	Verify corporate and group invoicing, audit stay details, and identify payment gaps in real time.
Electronic Factura File	Audit stamped digital tax invoices, resolve PAC validation errors, and manage electronic invoice transmissions.
Invoice Details	Audit invoice lifecycles, reconcile partial payments, and compare room revenue with settled and unsettled amounts.
Invoice Summary	Review corporate billing volume, open versus settled balances, and overall account health.
Statement of Invoice	Track open and closed corporate billing, invoice charges, tax totals, and balance inquiries.
Uninvoiced Transactions	Review unbilled postings, tax liabilities, and transactions that need to be finalized into invoices.

⚖️ Ledgers & Trial Balance Reports

Report	What it helps you do
Balance Details	Track ledger roll-forwards, revenue and payment streams, and category-level balance activity.
Closed Folio Balance	Verify daily charges, payments, and net shifts across settled guest and group accounts.
Control Report	Audit cashier variances, reconcile credit card brand totals, and review user transaction activity.
Day End Summary	Review daily revenue postings, tax liabilities, payment tenders, and advance deposit collections.
Direct Bill Ledger Details	Track unbilled corporate balances, invoice aging, and applied payment settlements.
Final Audit	Review daily revenue, cash drop variances, occupancy statistics, and ledger totals.
Group Ledger	Monitor master folio activity, rate plans, stay dates, and daily balance roll-forwards.
House Account	Monitor non-guest master folios, posting activity, ledger balances, and account closures.
House Account Folio Balance	Track internal account charges, payments, assigned staff, and opening-to-closing balances.
In House Guest Folio Balance	Track active guest and group folio movement and reconcile opening versus ending balances.
Trial Balance	Audit opening balances, debits, credits, net changes, and closing balances by account type or code.

💳 Payments & Transactions Reports

Report	What it helps you do
Adjustments and Refunds Activity	Audit charge adjustments, refund activity, manager overrides, and staff-level summaries.
Advance Deposit Activity	Track prepayment balances, unearned revenue roll-forwards, and settlement trends.
All Payments	Audit payment transactions, card details, merchant settlements, GL codes, and cost centers.
All Transactions	Review debits, credits, tax postings, staff attribution, and daily GL reconciliation activity.
Authorized Payments	Track payment holds, authorized amounts, folio balances, room rates, and stay guarantees.
Control	Balance cashier drawers, merchant credit card batches, and user-level payment processing.
Credit Card Status - All	Monitor authorization health, folio balances, remaining pre-authorizations, and stop-charge flags.
Credit Card Surcharge Details	Audit surcharge calculations, waived fees, and authorizing staff across folio types.
Currency Exchange Transactions	Review foreign exchange trades, conversion rates, currency amounts, and markup revenue.
Declined Payments	Identify failed payments by date, type, amount, reservation, and group for recovery follow-up.
Expired Payment Source Report	Find invalid payment methods before arrival and prioritize outreach by arrival date and guarantee type.
Payment Activity	Audit payment details across accounts and use processor keys to support chargeback review.
Payment Link Detail	Track external payment link statuses, payer details, guest profiles, and sender activity.
Payment Summary	Review payment collections, tender trends, and settlement totals for daily bank deposits.
Scheduled Advance Deposits by Arrival	Compare required deposits with collected funds and manage upcoming prepayment obligations.
Settlement by Payment Type	Investigate payment transactions, cashiering errors, guest disputes, and settlement totals by payment type.

🏛️ Taxes & Expenses Reports

Report	What it helps you do
Active Taxes and Charge Types	Audit tax rules, fee percentages, charge code mapping, tax inclusions, and invoice display settings.
Paid Out Activity	Review cash drawer disbursements, staff tags, recipient details, and expense notes.
Tax Range	Track tax collections, guest counts, exemptions, and daily tax liabilities by currency bracket.
Tax Report	Audit total and exempted tax liabilities, fiscal invoice references, and taxable revenue by charge type.
Tax Summary	Calculate net tax liabilities, staff overrides, exemptions, and collection trends for remittance.