Room Block Invoicing Tool

Tripleseat Hotel users can now add guest room charges to their Group charges using room block invoicing. This feature adds the charges directly to the billing widget based on nightly rates or totals, applicable fees & taxes, and room status.
Users can also adjust the pre-set configuration as needed per booking.

The feature offers additional advantages, such as incorporating guest room revenue and deposit calculations in the guest portal. Furthermore, documents shared with the group contacts effectively communicate the charges at the conclusion of a booking.
All event and guest room expenses can be conveniently presented on the master bill.

Here’s how to accurately setup the Room Block Invoicing Tool in your billing widget in your master documents:

• Settings → Billing Details
  
  
  
  • Add or ensure Guest Room/Occupancy taxes and Fees are listed correctly
    
    
    
    
• Settings → Documents → edit Template → scroll to Billing Widget
  
• Click Add A Field
• 
  
  • Select Room Block Charges
  • Click 3 dot ellipsis to right of row
  • Restrict to Agreed, Blocked, Forecast, or Pick Up
    
    • This will most likely be defaulted to Agreed due to customers typically Contracting on Agreed
    • Blocked and Forecast are usually Internal and will not be set for this
    • Pick-up may be used at the end of the Booking (similar to Beverage based on consumption reconciling)
  • Apply the appropriate fees and taxes
  • Option to exclude from totals
  • Including in totals will add to Grand Total and allow you to collect deposits towards the collective total
    • Excluding in totals simply communicates the total cost of the block but does not roll that total into the amount the client owes

The Room Block Invoicing Tool can also be added to a booking on the fly. It does NOT have to be set up on the backend to use. Selections or total Guest Room charges can be added as needed per Booking directly in the Billing Widget.

Editing Calculator per Booking

• As always, The overall Booking Billing can be edited directly in the Documents → Booking Tab → Scroll down to Billing Widget
  
  
• Existing Room Block Charges line can be adjusted
  
• Or the field can be added on the fly per Booking if not set up
   
• Examples of edits
  • If the actualized Room night totals differed from the contracted amount
  • Pick Up ended up being less than the amount contracted and The Group is only paying for a portion of the original amount stated
  •  
  • Applied Fees and Taxes can be changed
    
    
  • Edit total guest room charges
    
    • The auto-populated charges can be overridden by entering any or actual totals
      • This change will populate into Grand total but will NOT be categorized by Agreed, Blocked, Forecast, or Pick Up in Reporting
  • Restricted categories that charges are being pulled from can be adjusted on the fly - Agreed, Blocked, Forecast, or Pick Up

For Reporting:

• The amount in the Guest Room Invoicing Tool will roll into Grand Total IF “exclude from totals” is unchecked
• This will report in the Booking Reports as part of Grand Total, which essentially equals what the customer was invoiced for in this scenario
• Actual = event related revenue
• Agreed/Blocked/Forecast/Pickup Revenue = Room Block revenue based on category selected and total room nights X ADR
• Grand Total = amount invoiced to the customer including event charges, Room Block charges, taxes, and fees