When a corporate company or travel agent pays for a guest's room, billing can sometimes get a little tricky if the guest orders dinner, asks for laundry, or enjoys drinks at the bar. While the company settles the accommodation, the guest is usually responsible for settling their own extras.
Separating these charges onto a dedicated Guest Account keeps your invoicing clean, professional, and easy to manage - ensuring the company gets billed only for what they agreed to pay, while the guest receives a neat invoice for their personal expenses.
Possible application:
- When a company/agent is paying for the accommodation, while the guest needs to pay for their meals.
- When a guest has already been invoiced, the main account is closed and you need to generate a new invoice for any remaining extras.
- When your NightsBridge is integrated with a Point-of-Sale system that needs an open account for any given room to pass charges (extras) to NightsBridge for invoicing.
🎞️ Watch the video tutorial:
Or, follow the step by step guide:
When should you use a Guest Account?
Adding an extra directly to a guest account is especially handy when:
- Split billing: A company or travel agent covers the accommodation, but meals, drinks, or transfers must be billed to the guest directly.
- The Main Account is already closed: You’ve already issued the final invoice for the room, but the guest incurs last-minute charges before checking out.
- Integrated Point-of-Sale (POS): Your POS system connects to NightsBridge and needs an open room account to post bar or restaurant tabs straight to the guest's folio for invoicing.
Before you begin: Check your stock items
To add an extra charge to an account, the item must be loaded as an active stock item in NightsBridge.
Need to set up a new item first?
If the product or service isn't listed yet, take a quick look at our guide on how to set up a stock item before getting started.
Step 1: Open the booking
Open the reservation on your calendar to view the Booking Details.
Click on the View Extras button.
Step 2: Add the extra to the Guest Account
Any extras already linked to this booking will be displayed on screen.
Click on the Add Extra button.
Select Guest Account.
Please note: If the Main Account is already closed, it will appear greyed out, and NightsBridge will select the Guest Account automatically.
- Click the Stock drop-down menu
- and choose the appropriate item.
Confirm or override the price: NightsBridge automatically fills in the default rate configured for that stock item, but you can adjust the price right here if you need to offer a custom rate.
Click Save.
You can now close the dialogue box to return to your Booking Details.
(If you have more than one extra to bill, simply repeat these steps for each item).
Step 3: Review the Guest Account
Look out for the bell icon (🔔) next to the View Extras button - it alerts you whenever charges are active on the guest extras account.
Click on the Guest Account icon to open the guest's folio.
Here, you'll see a complete itemised breakdown of every personal extra the guest is responsible for settling before they depart.
