A booking can cross a month boundary without being split into separate monthly bookings or payments. At month end, check the money actually received, what remains held and whether the booking is ready for release under your account’s workflow.
Closing the month is separate from paying the owner
Your bank reconciliation includes the actual money held at month end, including funds for ongoing or future stays. Do not empty the trust account or invent monthly transactions simply because the calendar month has ended.
On this page: Check the booking · Complete the month-end review · Earlier or partial owner payments · When to get help
Check the booking before deciding what can be paid
- Confirm the actual arrival/departure dates and the property. For an imported booking, also check the source PMS. An extension should reflect the real stay; do not alter dates just to change a report period.
- Open the Payment Record and Statement. Separate expected amounts from receipts actually recorded and bank-confirmed.
- Review fees, charges, refunds and any earlier release or disbursement. Identify the amount still held and what has already been paid to the owner.
| Booking situation | What to check |
|---|---|
| The stay continues into next month | The usual completed-stay workflow releases after checkout. Crossing month end does not, by itself, create a monthly split or an instruction to release. |
| Only part of the expected payment has arrived | Trace the actual receipts and outstanding amount. Do not treat the full booking value as money already available. |
| The stay is fully paid and has already started | An earlier manual release can be available in some workflows. Agree the appropriate handling before using it; a visible action alone does not establish that an early owner payout is appropriate. |
| Some money was previously paid outside this report set | Obtain the earlier disbursement report and bank/payment evidence. Match the amount to the booking and its fees before deciding what remains payable. |
Complete the month-end review
- Complete daily bank reconciliation through the month-end date using the actual bank balance.
- Review the month-end reports and balances held for ongoing bookings. Keep these separate from the property’s current Booking Report and saved owner disbursement reports.
- Follow End-of-month procedure for the calendar-month close. Release and owner-payment decisions are separate stages; see Booking Release and Disburse property funds.
If an earlier or partial owner payment is required
Confirm the intended payment schedule and the account’s supported process with support before changing the booking or disbursement records. Identify what each amount covers, including accommodation, management fees, cleaning/guest charges and any channel deductions.
Do not divide a net payout by nights or apply a generic percentage and assume every fee follows the same split. Preserve the booking-level record of what was released, paid and still held so a later payout does not repeat an earlier one.
When to get help
Ask support if the property changes owner or leaves management during the stay, an earlier payout cannot be matched to its bookings, payments are missing, or released/disbursed records need correcting. Provide the booking reference, actual stay dates, receipts, earlier payout references and the amount you believe remains held.