Hotelmente FACTURA: electronic invoicing

Hotelmente FACTURA issues the electronic invoice (factura electrónica) your country’s tax authority requires for the payments you choose. It reads each payment and its Cloudbeds reservation and folio, builds the right document with the real payment method, sends it to the tax authority and can email it to the guest. Refunds become credit notes.

No. Hotelmente FACTURA works on its own. In FACTURA settings → What FACTURA invoices, you choose the payments it invoices: direct bookings, Booking.com, Expedia, Airbnb, other channels and, if you have it, Hotelmente PAY. Payments recorded in Cloudbeds by cash, card or transfer are invoiced just like PAY payments.

The ones you tick in FACTURA settings, under What FACTURA invoices:
- Hotelmente PAY payments.
- Direct bookings: website or booking engine, phone, walk-in, email and WhatsApp.
- Booking.com, Expedia and Airbnb: payments recorded in Cloudbeds for their reservations.
- Other channels: travel agents, other OTAs and corporate clients.

Hotelmente PAY payments and direct bookings are ticked to start with. Only an owner can change the choice.

Hotelmente switches Hotelmente FACTURA on per country: Costa Rica, Panama, Guatemala, Honduras, El Salvador and Nicaragua. Each country page and My products show its current status. If it is not switched on in your country yet, an owner can join the free waitlist and fill in FACTURA settings (tax details, what to invoice and the credentials) in advance.

In My products on your Hotelmente home, choose your country next to Hotelmente FACTURA and click Join the waitlist. It is free, and only owners can do it. Then Set up now opens your FACTURA settings.

These are Hotelmente FACTURA’s starting points:
- Costa Rica: Ministerio de Hacienda, comprobantes electrónicos. Default for guests: tiquete electrónico. IVA 13%.
- Panama: DGI, SFEP. Default: factura electrónica to the final consumer. ITBMS on lodging 10%.
- Guatemala: SAT, FEL. Default: factura a consumidor final (CF). IVA 12% and INGUAT tourism tax 10%.
- Honduras: SAR. Default: factura electrónica. ISV 15% and tourism tax 4%.
- El Salvador: Ministerio de Hacienda, DTE. Default: factura electrónica to the final consumer. IVA 13% and tourism contribution 5%.
- Nicaragua: DGI. Default: factura electrónica. IVA 15% and INTUR tourism tax 2%.

Confirm requirements and rates with your accountant.

Each invoiced payment gets its own electronic document. A stay paid with a deposit and a balance therefore gets two documents, one per payment, so what was invoiced always matches what was paid. When the folio has detail, the lines come from it (room nights and extras); a deposit or partial payment gets one lodging line for the amount paid.

It depends on the payments you choose to invoice. If Hotelmente FACTURA covers every payment you must invoice, you may not need another provider. Check with your accountant before changing anything, and set Invoice payments from to the day you switch, so nothing is invoiced twice.

With Hotelmente FACTURA, yes: it takes the payment, reservation and folio from Cloudbeds (or from Hotelmente PAY), files the document with the tax authority and emails it to the guest. Hotelmente only reads Cloudbeds for this and changes nothing there.

An owner enters the digital certificate, its PIN and the access to the tax authority or certified provider, depending on the country, under Credentials for sending in Hotelmente FACTURA → FACTURA settings. They are stored encrypted for your hotel only and never shown again. Step by step: the guide Tax authority credentials for FACTURA, in Keys & connections.

You choose Español, English or Both in FACTURA settings (Español by default). If Email the invoice to the guest at checkout is Yes, the guest receives it automatically, with your hotel’s name as the sender.

Your hotel remains responsible for its tax information and filings. Hotelmente FACTURA issues documents from the data in your FACTURA settings and your payments; check the setup and rates with your accountant.

Hotelmente FACTURA is $25/month per country, per property, shown on the Hotelmente FACTURA page and on each country page. The waitlist is free.

Hotels that must issue electronic invoices in their country and want each payment, from the sources they choose, to become the right document without retyping it from the folio, whether or not they collect through Hotelmente PAY.

No. Hotelmente AI is a separate product, and so is Hotelmente PAY. All products share the same connection to Cloudbeds.

• Everyone on the team can open the FACTURA pages.
• Owners and managers can fill in the tax details form in FACTURA settings, issue documents, edit the customer before sending, send to the tax authority, create credit notes and email documents.
• Only owners can change What FACTURA invoices, Numbering and environment and the Credentials for sending, join the waitlist or add FACTURA to the plan.
• Viewers read everything but change nothing.

Hotelmente FACTURA follows your subscription: when it ends, no new documents are issued through it. Ending Hotelmente PAY only means there are no new PAY payments to invoice; FACTURA keeps invoicing the other payments you chose. Documents already issued remain filed with the tax authority.

A Hotelmente FACTURA section with Overview · Invoices · Taxes · FACTURA settings. Clicking Hotelmente FACTURA itself opens an index with one square per page and a quick number each.

Until your FACTURA settings are complete, every FACTURA page opens FACTURA settings with the guide Let’s activate Hotelmente FACTURA: Your tax details, Tax-authority credentials and Payments to invoice, each with a (done/total) counter. The same counter appears next to FACTURA settings in the menu. Until FACTURA is switched on for your hotel, the pages also show a Get Hotelmente FACTURA ready card with your steps.