Guest folio consolidation for group bookings

Purpose

1. Automate the consolidation of individual guest folios for group bookings in capsule hotels, ensuring all charges, payments, and incidentals are merged accurately for group invoicing, eliminating manual reconciliation.

2. Automating cross-departmental billing data collection (front desk, F&B, amenities, housekeeping) and centralizing finance records for audit and reporting.

3. Reduce manual effort, ensure data integrity, accelerate billing cycles, and support automated dispute resolution for group accounts with consistently applied business rules and approvals.

Trigger Conditions

1. Automated detection of a confirmed group booking in the Property Management System (PMS).

2. Scheduled batch process (e.g., end-of-day, pre-checkout) for all active group reservations.

3. Manual trigger through a designated staff dashboard action.

4. Webhook event on changes to group booking folio, room allocation, or payment records.

5. Automated threshold trigger if individual folio count exceeds a set limit within a group.

Platform Variants

1. Opera PMS

• Feature/Setting: Use the Opera Web Services "ConsolidateGroupFolio" API to automate folio merging for bookings flagged as group.
  

2. Cloudbeds

• Feature/Setting: Automate the "Group Folio Merge" via Cloudbeds API (POST /v1.0/group/folio/consolidate).
  

3. Oracle Hospitality Integration Platform

• Feature/Setting: Configure the "GroupBillConsolidation" function to trigger on group reservation status change.
  

4. Protel

• Feature/Setting: Use protel I/O Connector automator for event-driven folio aggregation (event: group-booking-confirmed).
  

5. Mews

• Feature/Setting: Enable "Group Billing Automation" in Financial Suite, with webhook (POST /group/consolidate).
  

6. StayNTouch

• Feature/Setting: Create automation with "Folio Merge" via StayNTouch Open API: /api/groupBooking/consolidateFolios.
  

7. Guestline Rezlynx

• Feature/Setting: Automate folio compilation through PMS trigger: "OnFinalizeGroupBooking".
  

8. eZee Absolute

• Feature/Setting: Configure the "Merge Folio" automation in group reservation workflow.
  

9. InnQuest roomMaster

• Feature/Setting: Use “Automated Group Folio Merge” setting upon group checkout event.
  

10. Hotelogix

• Feature/Setting: Activate "Auto Consolidate Group Folios" API on group booking ID.
  

11. Apaleo

• Feature/Setting: Automation with /groupfolios/{id}/merge endpoint after accounting change webhook.
  

12. RMS Cloud

• Feature/Setting: Use "Automation Rules" to trigger group folio compilation at midnight process.
  

13. Maestro PMS

• Feature/Setting: Schedule automated batch job for "Group Folio Merge".
  

14. SabeeApp

• Feature/Setting: Enable “Folios Merge Automator” for group reservations on status change.
  

15. Little Hotelier

• Feature/Setting: Set up webhook to trigger folio consolidation when group payment is logged.
  

16. Amadeus Hospitality

• Feature/Setting: Automation through "Group Account Consolidator" in billing API.
  

17. Quickbooks Online

• Feature/Setting: Automate journal entries to accept consolidated folio invoices via API (CreateInvoice).
  

18. Xero

• Feature/Setting: Trigger invoice creation for the consolidated bill using "Create Invoice" endpoint.
  

19. Zoho Books

• Feature/Setting: Automate "Create Customer Invoice" via API when group folio is closed.
  

20. SAP Concur

• Feature/Setting: Automate posting of group invoices from PMS export via "Expense Report API."
  

Benefits

1. Automates repetitive billing reconciliation, reducing staff workloads in capsule hotels.

2. Increases billing and reporting accuracy by avoiding manual mistakes and automating data checks.

3. Accelerates group invoicing cycles, offering a better guest and corporate client experience.

4. Ensures audit readiness via an automated, centralized, and transparent consolidation trail.

5. Supports automated integration with finance and ERP systems, keeping data synchronized.

6. Enables scalable transaction processing, vital for high-volume capsule hotel operations.

7. Automates notification workflows for finance and front office upon completion or errors.

8. Allows automated escalation if discrepancies occur, enhancing financial controls.

9. Centralizes multi-departmental charges for streamlined cost allocation and automated reporting.

10. Modernizes hospitality finance with robust automation, reducing operational risk.