What FACTURA invoices

In the app, open Hotelmente FACTURA → FACTURA settings and find the panel What FACTURA invoices. Tick the payments you want invoiced, set Invoice payments from, and click Save what to invoice. Only an owner can change it; everyone else sees the choice with a note that only an owner can change this. It can be set before FACTURA is switched on for you.

• Hotelmente PAY payments: payments bridged to your bank by Hotelmente PAY.
• Direct bookings: website or booking engine, phone, walk-in, email and WhatsApp.
• Booking.com: payments recorded in Cloudbeds for Booking.com reservations.
• Expedia: the same for Expedia reservations (Hotels.com included).
• Airbnb: the same for Airbnb reservations.
• Other channels: travel agents, other OTAs and corporate clients.

The channel is the reservation’s source in Cloudbeds.

How many payments that source had in the last 30 days, for example 42 payments, last 30 days. It helps you see what each choice means in documents before you tick it. Voided payments are not counted.

Only payments on or after that date are invoiced automatically, so FACTURA never invoices years of history by surprise. If you leave it as it is, it is the day you first save. To include earlier payments, an owner moves the date back and saves; to avoid invoicing twice when you come from another provider, set it to the day you switch.

About every 5 minutes, Hotelmente checks the payments synced from Cloudbeds for the sources you chose and invoices the new ones, then sends them to the tax authority. Payments reach Hotelmente with the Cloudbeds sync, so a payment just recorded in Cloudbeds is picked up after the next sync (Sync now on the FACTURA pages brings payments in). Hotelmente PAY payments are invoiced right when the bank approves them.

They are skipped. When a payment in Cloudbeds is voided, the payment and its void cancel each other out, and neither is invoiced.

No. Hotelmente PAY also records its payments in Cloudbeds, but FACTURA recognises them (same reservation and amount, within a couple of days) and invoices each one only once, as a Hotelmente PAY payment. And every payment gets at most one document.

A refund becomes a credit note linked to the reservation’s invoice, as each tax authority expects: for a Hotelmente PAY refund, the invoice of the refunded payment; for a refund recorded in Cloudbeds, the latest invoice of that reservation. When credit notes cover the whole invoice, it shows as Voided. An invoice never sent to the tax authority is simply cancelled instead.

The real one. Payments recorded in Cloudbeds carry their method (cash, card, transfer or other), and Hotelmente PAY payments are cards processed by the bank. Each document carries that method with your country’s official code, for example TipoMedioPago in Costa Rica.

By default, the guest as final consumer (consumidor final), with the guest’s country. Before the document is sent, owners and managers can open it and change the customer (Final consumer, Company / taxpayer or Foreign customer, with name, tax ID and email) and click Save customer. A tax ID can change the document type, for example Tiquete → Factura in Costa Rica. Once sent, it can only be corrected with a credit note.

From then on, only the sources you ticked are invoiced automatically. Documents already issued are not touched. Ticking a new source invoices its payments from the Invoice payments from date that do not have a document yet.

Ask your accountant. FACTURA invoices the payments recorded in Cloudbeds for those reservations, whatever the method. If the channel invoices the guest itself, or you invoice the channel another way, leave it unticked. The count next to each option shows how many payments it would cover.