Hotel finance guide

This guide takes Hotel Nordlicht through a complete STRYK finance workflow: settings, stay charges, private or company recipient, payments and balance, language, preview, final invoice, corrections, offers and closing controls.

7 min read1,319 wordsFor hotel management, finance and front desk responsible for invoices

What you will be able to do

Connect stay, charges, recipient, payment and document into one verifiable transaction.
Distinguish preview, final invoice, offer, correction and cancellation.
Run daily and monthly controls without local side lists.

What you need before starting

Approved hotel and finance master data including tax and contact details
A test booking with accommodation, extra, partial payment and company recipient option
Named owners for invoice creation, review and correction

Verify finance master data before the first document

Incorrect master data multiplies across every later document.

Open Settings and verify hotel name, address, contact, company and tax details, document language, tax rates, payment methods and change ownership. Do not copy legal details from an old letterhead without confirmation.

Hotel Nordlicht records source and review date for each finance detail, creates a new test preview after changes and does not silently rewrite old final documents.

Master-data approval before live documents

Area	Verify	Evidence
Hotel identity	Name, address, contact	Officially approved hotel details
Company and tax	Legal name, VAT ID, tax rates, required details	Finance owner / professional advice
Payment	Active methods, bank details, allocation	Current contract or confirmed account
Document	Default language, layout, contact, numbering logic	Approved internal preview

Capture complete and correct stay charges

The invoice takes charges from the stay. Review accommodation, rate, guests, extras, quantities, service date and agreed price. Add charges to the correct stay when agreed or delivered and correct errors at the source.

Hotel Nordlicht tests two nights, two guests, breakfast on both days and one parking night. Front desk calculates the expectation independently, compares it to STRYK and fixes the charge before finalisation.

Choose private or company recipient deliberately per document

The guest is not automatically the invoice recipient, and a previous company does not automatically apply to the next trip.

Before preview, choose private person or company. Verify the selected recipient’s current name, address and required company data. Prior company context can inform but must not be inherited blindly.

Hotel Nordlicht creates two previews from the same test stay: private to Anna Berger and company to Nordstern Reisen GmbH. Only recipient details should change; charges and payments remain the same.

Recipient review without mixing contexts

Case	Use	Do not inherit blindly
Private trip	Current private name and address	Company from an earlier business trip
Business trip	Selected company and verified address	Similar old company contact
Companion pays	Actually agreed invoice recipient	Automatically the lead guest
Several documents	Clear charge allocation per recipient	Duplicate billing of the same charge

Reconcile payments and balance before finalisation

Payment and invoice are connected but distinct. Verify each actual payment with amount, time, method and allocation. A deposit reduces the balance but does not replace the final invoice. Failed or unconfirmed attempts cannot appear successful.

Hotel Nordlicht tests a confirmed deposit and final departure payment, reconciling total charges minus deposit to the remaining balance and then to zero without duplication. External provider fees remain distinct.

Payment reconciliation before final

Every payment is confirmed and appears once.
Amount, time and method are correct.
Deposit is assigned to the correct stay.
Balance equals total charges minus confirmed payments.
Failed or pending attempts do not appear paid.

Review preview, finalise invoice and use the same file

Preview, download and print must not show three different document states.

Read the invoice preview top to bottom: issuer, recipient, document date, service period, positions, quantities, amounts, tax, payments, balance, payment information and footer. Also review page breaks and long company addresses.

Choose the document language when needed (all 18 STRYK languages are available). Preview, download and print use the same language and final PDF. Hotel Nordlicht opens the downloaded file independently and compares total, recipient and language with preview.

Approve an invoice in seven steps

01
Open stay
Review charges, dates and agreed rate.
02
Choose recipient
Confirm private or company and current address.
03
Reconcile payments
Check deposit, final payment and balance.
04
Choose language
Set the document language for this export.
05
Read preview
Review required data, lines, totals, tax and layout.
06
Finalise
Create the final document only after approval.
07
Compare file and list
Open PDF independently and verify status in Finance.

Treat offer, correction and cancellation as distinct transactions

An offer is neither a final invoice nor a confirmed payment transaction. It describes intended charges, price, recipient, validity and policies. Acceptance leads into the booking and document process without renaming a final object.

For a final incorrect invoice, use the defined correction or cancellation process. Do not silently delete or overwrite it; preserve number, history and traceability with reason, owner and original-document reference.

Which finance transaction fits?

Situation	Correct path	Do not
Price proposal before booking	Offer with validity and policies	Mark as paid invoice
Typo in preview	Fix source and reopen preview	Cover error in PDF
Final invoice incorrect	Formal correction/cancellation with reference	Delete or silently overwrite
Guest pays part	Record partial payment and leave balance open	Show entire document as paid

Control finance daily and hand over cleanly each month

A short daily control prevents month-end from becoming an error hunt.

At day-end, Hotel Nordlicht reviews new and changed documents, payments, balances, cancellations and unusual recipient changes. Finance lists use document-date ordering and filters for private, company and status from the full record set.

For month-end, define period, status and outputs. PDF and spreadsheet-compatible reports use the same filters and sections as preview. Investigate discrepancies at the source and document close date, owner, open corrections and recipient.

Ten-minute daily control

01
Documents changed today
Review new, final, corrected and cancelled transactions.
02
Payments and balances
Compare confirmed payments with balances.
03
Recipient spot check
Open at least one private and one company invoice.
04
Assign discrepancies
Every open question gets an owner, reason and time.
05
Document completion
Record review date and open items for the next shift.

Approve the complete finance transaction

Hotel finance works when every number traces back to a real stay, charge, recipient, payment and document that explains the same state.

01Hotel, company, tax and payment data are officially verified.
02All charges come completely and correctly from the stay.
03Private or company recipient was deliberately chosen for this document.
04Confirmed payments and balance are reconciled together.
05Preview, final PDF, language and finance-list state agree.
06Offer, correction and cancellation use the correct process.
07Daily control and month-end handover have clear filters, owners and open items.