One guest, one inventory, one ledger, one live view for the owner — across every room and outlet.
Why EloPMSThe running bill that posts itself as the stay unfolds.
Each reservation carries one or more folios. Charges post automatically, payments and deposits are captured against the folio, and the whole statement prints for the guest at any moment.
A dedicated Charge-to-Room screen quick-posts incidentals to any in-house guest: search the live in-house list by room, name or reservation number, see the current balance, build a quantity × unit-price line with a live line-total, back-date or forward-date the posting, and drop in a one-click preset (breakfast, lunch, dinner, mini-bar, laundry, extra bed). A recently-posted panel shows the session's last charges, the balance refreshes after each post, and every charge is stamped with who posted it and when.
Prepayments parked as a liability. Revenue booked exactly once.
Every payment hits the general ledger the moment it's received, held as a deposit liability until the stay is earned — then folio settlement consumes it into revenue with a single balanced voucher.
Payments & the advance-deposit model
Take payments in cash, card, bank transfer, online, wallet, cheque or other, with an optional reference and a linked bank account for card/bank settlements. Every payment debits Cash/Bank and credits Guest Advance Deposits (a liability) the instant it's received — so cash is never double-counted and prepayments sit correctly parked as a liability until the stay is earned. Payment-receipt notifications fire automatically on record.
Refunds & guarded deletions
Refund a guest's advance deposit or credit balance straight from the folio: the system debits Guest Advance Deposits / credits Cash/Bank, records a matching negative payment so the balance rolls back, and clamps the refund to the actual credit available — never refunding more than the guest is owed. A payment can't be removed once its cashier shift is closed or its folio is settled; removing an eligible payment automatically reverses its deposit voucher.
Multi-folio, splits & bill-to routing
Every reservation auto-creates a primary "Main" folio (Folio 1); open Folio 2, 3, … to split a bill — room & tax to a company folio, incidentals to the guest's own. Each folio is owned by the guest, a customer or a corporate account (with the AR ledger inherited from the customer's default), and charges/payments route to a specific folio. Flag a folio No-Post to lock it against new charges while still allowing payments, or Complimentary to settle it at zero with no revenue or receivable. Folios move Open → Closed → Settled with lifecycle guards, and POS-outlet charges relay onto the room folio over a one-charge-per-invoice idempotent bridge.
Settlement & GL integration
One-click settlement posts a single balanced voucher: revenue split by category — Room Revenue, F&B (F&B & mini-bar), Other Income (laundry, transport, extra bed, service, other) and Sales Tax Payable, each mapped to a real chart-of-accounts ledger (auto-created if missing). Settlement is accrual-aware — charges already recognised nightly by the night audit clear against the Guest Ledger control account, same-day un-audited charges are recognised at checkout, so revenue books once in the right period. Overpayments park as a refundable deposit liability, any OTA/channel commission is recognised once as its own balanced expense-and-payable voucher, a mistakenly-settled folio can be reversed and re-settled, and every voucher is asserted balanced to the cent before it can reach the ledger.
Guest-ready statements & registration cards.
Everything a guest needs to sign at check-in or settle at checkout, on a professional A4 hotel-letterhead layout.
X and Z shifts, the hotel way.
Cashiers open a till float, every payment they take stamps to their open shift, and closing reconciles the counted drawer against expected cash — with any over/short posted straight to the general ledger.
One close a day. Revenue in the right period. Locked forever.
The nightly close rolls the business date forward, recognises the day's revenue into the ledger, catches stragglers and snapshots performance. Each business date closes exactly once and advances strictly one day at a time — closed days become the property's locked audit record.
Preview before you close
A full pre-close preview of the next business date to be closed shows exactly what will happen: no-show candidates (confirmed arrivals that never checked in, with guest, phone and balance), overdue in-house (guests past their departure, with room, expected-out date and balance), and a live day snapshot — nights sold, rooms available, occupancy %, room revenue, ADR, RevPAR, total revenue, total payments and revenue by charge type.
Running the close
On close, confirmed arrivals that never checked in are marked no-show (toggleable for the run) and overdue departures are counted and recorded. A single balanced voucher per property recognises every un-accrued in-house charge dated on or before the business date — debit Guest Ledger (In-House), crediting Room Revenue, F&B Revenue, Other Income and Sales Tax Payable by bucket, dated to the business date so a stay spanning month-end is split correctly across months. Day-close counters are persisted to the immutable record with who closed it and when — and a closed date can never be re-closed.
Safe, honest accrual
Only charges on open, non-complimentary folios are accrued; charges on stays later cancelled or no-showed are excluded (no revenue for a stay that didn't happen); settled folios are skipped as already recognised; and each accrued charge is stamped so re-runs are idempotent and settlement never double-books. Reopen the last close only (never leaving gaps): the system reverses that day's accrual voucher, releases the charges to be re-accrued and unlocks the date — but is blocked with a clear message, under a write lock, if any accrued charge has since been settled.
Every posting accounted for. Every company balance tracked.
The audit trail behind the close, and the receivables view for bill-to-company and travel-agent folios that clears AR straight through to the general ledger.
Audit reports
City ledger · company & travel-agent AR
A colour-coded board that stays in sync with the front desk.
The operational room-status board for the on-floor team — mobile-friendly, colour-coded, and wired to front-office activity so housekeeping always knows which rooms are occupied, departing, arriving and in need of attention.
The room-status board
Every sellable room shown as a colour-coded card with number, room type, floor, current status, status notes, when the status last changed, current guest (if occupied) and next-stay hints. Seven statuses — Vacant Clean, Vacant Dirty, Vacant Inspected, Occupied Clean, Occupied Dirty, Out of Order and Out of Service — each with its own colour and dot. Occupied rooms show the in-house guest, a departure today flags "Checking out today", and an arrival tomorrow flags "Arriving tomorrow" with the incoming guest's name.
Status changes & filters
A status summary strip carries live counts per status plus a combined "needs cleaning" count (vacant-dirty + occupied-dirty), and each chip doubles as a one-click filter. Search by room / guest / notes, filter by floor, room type or "only dirty", with a live matched count. One-click transitions are tailored to each room's state — occupied rooms offer Clean / Dirty, vacant rooms offer Clean / Inspected / Dirty / Out-of-Order. Capture an optional status note (up to 500 chars), bulk-change many rooms at once, and every change is stamped with who and when.
Auto flips, maintenance & discrepancy
Check-in flips the room to Occupied Clean and check-out flips it to Vacant Dirty automatically, keeping the board in sync without the front desk touching housekeeping. Out of Order and Out of Service take a room off the clean/dirty flow for maintenance, with notes. A front-office vs housekeeping discrepancy report cross-checks each room's status against whether it actually has an in-house guest on a chosen date, flagging mismatches both ways with a total-rooms and discrepancy count so supervisors catch status errors before a bad check-in.
The full folio-to-close capability list.
Every capability of the folios, cashiering, night audit, city ledger and housekeeping modules, at a glance.
Where the folio flows from — and to.
Front Desk & Reservations
The tape chart and reservation lifecycle that opens every folio and fires the auto-posting and housekeeping flips.
Explore moduleAccounting & Finance
The double-entry ledger, chart of accounts and AR every settlement, accrual and variance posts straight into.
Explore moduleReports & Analytics
Occupancy, ADR and RevPAR from the night audit rolled into the property-wide reporting and dashboards.
Explore moduleClose the day with the numbers already balanced.
Folios, cashiering, the night audit and housekeeping — one connected core, running on your own property in minutes.