Best Practices for Closing a Booking

Properly closing bookings is key to financial accuracy and operational efficiency.
This includes confirming room occupancy, reviewing pick-up rates, and settling all charges. A thorough closing provides reliable financial reports and supports better decision-making for sales and productivity.

To stay consistent, work through the tabs starting from left before moving the booking status to closed. 

First, from the  Booking Details Tab

• Click the Edit button to update any high-level fields that need adjustment, such as booking information, contact details, or other key data.
  

The next steps will ensure all financials are accurate and up to date:

• Counts
• Consumption
• Guest room rates and Pick up
• And paying balances

Events Tab

• Review and update any changes to event details, including Start/End times, Guest Count, and Setup requirements.
• Then select all events and click Manage Document.
• From each event tab, update any counts, quantities, and prices. Make sure any additional F&B, or additional charges and fees have been added.
• From the booking tab, scroll down to the billing widget to ensure all charges and fees are current and accurate
  
  

Guest Rooms Tab

• Audit and update rates and pick up accordingly for accuracy and up-to-date billing
• * based on your procedures and operations, you may have to go back to the booking billing widget to ensure guest room charges are up to date

Booking Docs tab

• If invoicing the guest, make sure it has been sent with a proper email message or template.
  
  

Payments Tab

• Ensure all payments have been made and the balance is zero
  Once all of these steps are complete, the financials are accurate.
  
  Now, let’s continue with best practices to ensure all historical data is accurate.

Discussion Tab

• Wrap up communication with any niceties and include a lead form link to rebook

Tasks Tab

• Set a task for future follow-ups to rebook annual or quarterly bookings. 
• Set guest anniversary or birthday reminders
  
  

 The Notes Tab will help build a database specific to the guests to reference when rebooking.

• Record any Post-Event notes shared by the operations team. This could include last-minute changes, additional food orders, or any relevant notes. 
• Notes can also be used to track Commission details
• Also, include any pros and cons about the guests to reference when rebooking
  *Keep in mind the Notes section is internal only and not visible to the guest.

The Log will give a good recap of who did what when associated with the booking

Attached Files
Attach any relevant documents (such as Indemnification Forms, Tax Exempt Forms, or Diagrams) for internal reference. Include any documents or files shared by the guest. These files will be available for future needs.

Now it’s time to move the booking status to closed. 

Once all tabs are fully updated, navigate to the Booking Details page and set the Booking Status to Closed. This will prompt the Event and Room Block statuses to be updated as well. Setting the status to Closed indicates the booking is complete, and no further action is needed.