Hi Community!

I’m wondering what your workflow is for pre-paid bookings from OTA’s, those which are paid via bank transfer after guest departure.

Booking.com, for example, is now only sending us pre-paid bookings. And we get paid once a week via bank transfer. No more virtual credit cards.

Our current workflow is this:

• Routing rule will move room charges to Booking.com bill
• The guest does not get an invoice for their stay
• After guest departure, once we get paid, we move all bookings for that week in a single bill to Booking.com and close it

If the guest requests an invoice, before they are checked-out:

• Move the room charges back to the guest bill
• Create a deposit for the total amount
• send the positive deposit amount to booking.com bill
• Close the bill to the guest with the deposit
• The positive deposit amount will then be closed on the collective Booking.com bill

If the guests requests an invoice after check-out, but before we closed the Booking.com bill:

• We cannot make deposits anymore
• We send room charges back to the guest bill
• Make an invoice to the guest
• Guest receives an invoice without a payment on it, just the charges (we’ve had a few that accidentally paid twice!)
• Move “receivable invoice payment” back to Booking.com bill to be closed on the collective bill

If the guests requests an invoice after check-out, and we have already closed the collective booking.com bill:

• We’re screwed. 

Does anyone have a better solution for this? Preferably one that does not involve manually making a deposit for every pre-paid booking in advance.

Thanks in advance for any insights!

Cheers,
Andreas