Invoices and credit notes

For the period you choose, a summary line with how many documents were accepted, the total invoiced and its taxes, and how many were rejected. Then:
- Accepted, and the share of documents sent that were accepted.
- Ready to send, and how many drafts need details.
- Taxes, and the amount before taxes.
- Payments without a document: Hotelmente PAY payments that do not have a document yet.

Below: documents per month and the latest documents.

One electronic document per invoiced payment, newest first, with: Issued, Number, Document, Subtotal, Taxes, Total, Status, To guest (whether it was emailed to the guest) and Reservation. Filter by status or document type, or search by number, key, reservation, customer or tax ID.

• Draft: something is missing before it can be issued; the document says what.
• Ready to send: numbered, with its official file built.
• Signed and Sent: sent to the tax authority, waiting for the answer.
• Accepted: accepted by the tax authority.
• Rejected: the tax authority did not accept it.
• Voided: fully cancelled by credit notes, or cancelled before it was ever sent.

Use the buttons above the list to show one status at a time, or All.

Because sending to the tax authority is not connected yet for your hotel. A banner says so: Hotelmente switches sending on for your country, and an owner enters the credentials for sending in FACTURA settings. Ready documents are numbered and wait; they go out once sending is connected.

It shows as Rejected, highlighted in the list, and the Overview tells you how many need fixing. Open the document to see the detail the tax authority gave. Fix the cause, for example the customer’s tax ID with Save customer or your FACTURA settings, and send it again with Send to the tax authority. A rejected document gets a new number when it is sent again.

Approved Hotelmente PAY payments in the period that do not have an electronic document yet, with their count and amount. Owners and managers can click Issue invoice on one, or Issue all. Ideally the number is zero.

Accepted documents divided by every document sent to the tax authority in the period. Drafts and ready documents are not counted, because they have not been sent yet.

It depends on the country:
- Costa Rica: factura electrónica, tiquete electrónico, nota de crédito electrónica, factura electrónica de exportación.
- Panama: factura electrónica, nota de crédito electrónica.
- Guatemala: factura (FACT), nota de crédito (NCRE) and factura especial (FESP).
- Honduras: factura electrónica, nota de crédito electrónica.
- El Salvador: factura electrónica, comprobante de crédito fiscal, nota de crédito.
- Nicaragua: factura electrónica, nota de crédito.

Confirm with your accountant which one applies in each case.

The one you choose as Default document for guests in FACTURA settings, made out to the guest as final consumer. Each country comes with a suggestion, for example the tiquete electrónico in Costa Rica or the factura a consumidor final (CF) in Guatemala.

Yes, before the document is sent. Open it, choose Company / taxpayer as the customer type, enter the name and tax ID (and in El Salvador the NRC) and click Save customer. The document type follows the customer: for example a factura electrónica instead of a tiquete in Costa Rica, or a comprobante de crédito fiscal in El Salvador.

The original document is never edited once sent. Refunds from the sources you chose create their credit note automatically. For any other correction, open the invoice and use Create credit note, with the amount (up to what is left to credit) and a reason. Credit notes are linked to the original, as each tax authority expects, and appear in the list with their own document type.

Before it is sent (draft, ready or rejected), you can change the customer and, for documents in another currency, the exchange rate. Once sent, it is part of your record with the tax authority: to correct or cancel it, a credit note linked to the original is issued. Documents are never deleted.

When a payment is in a currency other than your country’s, the document shows the rate used, taken from Hotelmente’s daily market rates. Before sending, you can replace it with the official rate for the document date.

Yes. Tick its source in What FACTURA invoices (direct bookings, Booking.com, Expedia, Airbnb or other channels) and FACTURA invoices it from Cloudbeds. The invoice always comes from a recorded payment.

Open it from the list to see the lines from the folio, taxes, the customer, the payment method and the status history. Depending on its status: Save customer, Send to the tax authority, Print / PDF, download the official XML or JSON file, Create credit note and Send to the guest by email.

The list of every document with its status, taxes per month on the Taxes page, and CSV downloads for the period, with totals that match the invoiced payments. Each document also has its official file and a printable version.

Open Hotelmente FACTURA → Invoices, choose the period (for example Last year) and, if you want, a status such as Accepted. Click Download CSV. The file has the same columns as the table and opens in Excel or Google Sheets. The page lists up to 500 documents at a time; choose a shorter period for more.

If Email the invoice to the guest at checkout is Yes (the default), the guest receives it by email once the tax authority accepts it, with the printable document and its official file, and your hotel’s name as the sender. The email comes from Cloudbeds at sending time unless you type another one. The To guest column shows which documents were sent.

Use the buttons at the top: Last 12 months (default), Last 90 days, Last 30 days, This year and Last year. Documents are placed by the date they were issued.

It fills in with documents issued for the payments you invoice. Until your FACTURA settings are complete, the page opens FACTURA settings with its setup guide instead. After that, until Hotelmente FACTURA is switched on for your hotel, you see the Get Hotelmente FACTURA ready card and No documents yet.

Hotelmente FACTURA covers only the sources you tick, from the Invoice payments from date. Revenue in Cloudbeds also includes the sources you left out, earlier payments and stays that are not paid yet. The totals in FACTURA match the invoiced payments, not your whole revenue.