This task is one section of Small business workflows for 20 industries, with 19 related tasks on one page.
1. What to record
Record the stay dates, the room, the rate, check-in, check-out, and extra charges.
A booking is not cash until a deposit or payment is recorded. A held room still needs a release time if the guest does not arrive.
2. People and records
On small screens, scroll the table sideways to see every column.
| Record | Who uses it | What to keep |
|---|---|---|
| Booking | Front desk | Guest, arrival, departure, room type, and rate. |
| Room status | Housekeeping | Occupied, dirty, or ready, by room and date. |
| Extra charge | Front desk | Item, amount, and the stay it belongs to. |
| Folio | Finance | Nights, extras, deposits, and the balance at check-out. |
3. One complete cycle
- Book one room for two nights.
- Check the guest in only if that room is ready.
- Add one extra charge to the same stay.
- Check out and collect the balance after applying any deposit.
Expected: The room is free for the following night, the folio equals nights plus the extra minus the deposit, and no second guest holds that room for those dates.
4. Check before you add tools
Look at tonight’s arrivals and today’s dirty rooms before you promise a room at the desk.
5. Frequently asked questions
Is a deposit the full payment?
No. Show it on the folio and collect only the remaining balance at check-out.
What if the guest does not arrive?
Release or charge the room under the policy you showed at booking. Do not leave the room blocked with no decision.
Can extras be billed later?
Only if the folio is still open. After check-out, use a new charge that names the stay.
6. Related articles and next steps
Sample amounts and names in this guide are illustrative. They are not a client result, a price, or legal advice.
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