Introduction to Channel Manager’s Itemised Billing

We are excited to introduce another one of our features called Itemised Billing.

This feature is designed to help hotel managers efficiently manage and bill for extra services or products that guests use during their stay, which are not included in the original booking. For instance, if a guest orders dinner from the hotel restaurant, which was not part of their initial booking, the hotel manager can now add this item to the guest’s invoice using the Itemised Billing feature.

Here are some key benefits of Itemised Billing:

1. Enhanced Transparency

Itemised Billing provides a clear and detailed breakdown of all charges, ensuring that guests are fully aware of what they are being billed for. This transparency helps build trust and reduces the likelihood of disputes over charges.

2. Improved Financial Management

By accurately tracking and billing for extra services and products, hotel managers can better manage their revenue streams. This feature allows for precise accounting, making it easier to monitor income from various sources and identify profitable services.

3. Customisable Billing

Itemised Billing allows hotel managers to customise invoices according to the specific needs of their property. They can create categories and add items that are unique to their services, ensuring that all potential charges are accounted for.

4. Streamlined Operations

The ability to add extra services and products directly to the guest’s invoice simplifies the billing process. Hotel staff can quickly and easily update invoices, reducing administrative workload and minimising errors.

5. Enhanced Guest Experience

Guests appreciate clarity and accuracy in their billing. Itemised Billing ensures that guests receive a detailed invoice that clearly outlines all charges, enhancing their overall experience and satisfaction with the hotel’s services.

6. Flexibility in Pricing

Hotel managers can adjust prices and quantities for each item, providing flexibility in billing. This is particularly useful for services that may vary in cost, such as dining or spa treatments, allowing for accurate and fair billing.

7. Better Inventory Management

By tracking the sale of extra services and products, hotel managers can gain insights into inventory usage. This helps in managing stock levels more effectively and ensuring that popular items are always available for guests.

8. Professional Presentation

Itemised invoices present a professional image to guests. The detailed breakdown of charges reflects the hotel’s commitment to transparency and professionalism, which can enhance the hotel’s reputation.

9. Increased Revenue Opportunities

By efficiently managing and billing for extra services. Itemised Billing ensures that all additional services are accounted for, preventing revenue leakage and boosting overall profitability.

And in the summary have Itemised Billing is another tool that can assist in improving financial management and transparency while streamlining inter department operations. This feature can help provide flexibility in pricing and inventory management, with a professional and accurate invoice.

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Overview of Itemised Billing in ChannelManager

To use Itemized Billing, the hotel needs to complete a one-time setup in the ChannelManager system. Here are the steps to follow:

1. Add Itemized Addons to the Guest Invoice: This involves setting up the items that can be billed to guests.
2. Create a Category for the Items: Organise items into categories for easier management.
3. Add Items to the Category: Specify the details of each item, including pricing and quantity.
4. Add Items to the Itemized Addons in the Guest Invoice: Finally, include these items in the guest’s invoice as needed.

How to Add Itemised Addons

1. Login to Your Channel Manager Account: Access your account to begin the setup process.
2. Go to Setup Menu and Click on “Guest Invoice Settings”: Navigate to the settings page.
3. Click on “+ ADD ADDON” Button: This will allow you to add new addons.
4. Add the Addon Name and Save It: Ensure to tick the checkbox “Is Itemised Billing” if this addon is included in itemised billing. Example addon could be Restaurant.

How to Add a Category

1. Go to “Setup” Menu from the Menu Bar: Access the setup options.
2. Click on “Itemised Billing”: Navigate to the itemised billing section.
3. Select “Categories” Tab: This is where you will manage categories.
4. Add the “Category Name”: You can also select a colour for the category for easier identification.
5. Click on “Submit”: Save the new category. Example could be Breakfast Menu, Entrée Menu, Main Course Menu, Desserts Menu and Bar.

How to Add Items to the Category

1. Go to “Items” Tab: This tab is next to the “Categories” tab.
2. Add the Details of the Item:
3. Select the Category: Choose the appropriate category for the item.
4. Add Item Name & Code: This is for hotel purposes only.
5. Add Sale Price, Cost Price & Quantity: Specify the pricing and quantity details.
6. Upload Item Photo: Optional, for internal use only.
7. Click on Submit: Save the item details. Example items could be English Breakfast, Continental Breakfast, Tea and Coffee.

For example, if you have a category named “Breakfast,” you can add items like tea, coffee, and juices.

How to Add the Item in the Guest Invoice

Once the setup is complete, you can add items to the guest invoice by following these steps:

1. Open the Guest Invoice: Access the invoice you want to update.
2. Click on the Rates Against the Itemised Addon: Add items from the popup for a specific date.
3. Modify the Price and Quantity if Needed: Adjust as necessary.
4. Click on the Item Name to Add It: Each click adds one quantity of the item.
5. Click on Save: Reflect the changes in the guest invoice.

How to Print the Guest Invoice

At the bottom of the guest invoice, you will find two buttons:

1. Print/Email Summary: To print the guest invoice with added items.
2. Print Itemised Bill: To print a list of extra added items only.

Examples of Print Invoices

• Print/Email Summary of the Guest Invoice: This includes all items and services billed to the guest.
• Itemised Bill Print/PDF Summary: This shows only the extra items added during the guest’s stay.

By following these steps, hotel managers can efficiently manage and bill for extra services or products, ensuring a smooth and transparent billing process for guests.