How to set autobilling for hotels

Enable Autobilling for hotels in Tourpaq Office. Link a creditor, choose invoice schedule (daily/weekly/monthly/after departure), and save to generate supplier hotel invoices automatically.

Overview

This page explains how to configure Autobilling for hotels, allowing the system to automatically generate supplier invoices based on booking and cost data.

Autobilling ensures that hotel-related costs are invoiced without manual intervention, using predefined schedules and creditor settings.

Business Context

Hotel billing is one of the most repetitive and error-prone processes in travel operations.

Without automation:

• invoices must be created manually

• costs may be missed or delayed

• inconsistencies appear across bookings

Autobilling for hotels solves this by:

• automatically generating invoices based on bookings

• aligning invoices with contract costs

• ensuring suppliers receive consistent and timely billing

This feature is mainly used by:

• finance teams

• operations teams managing suppliers

Prerequisites

Before configuring Autobilling for hotels:

• Autobilling services must be active (IGS, EBL, etc.)

• A Creditor must be created and configured

• Room costs must be defined in the hotel

• Booking flow must be operational

• Email templates for invoices must exist

Configuration

1. Access

Navigate to: Hotel → Hotel → Main Tab

2. Enable Autobilling

In the hotel configuration: Enable the Automatic Billing checkbox.

Enable hotel Autobilling, link a creditor, and choose how hotel supplier invoices are generated.

3. Configure Required Fields

All fields are mandatory for Autobilling to work correctly:

Field	Description	Impact
Automatic Billing	Enables invoicing	Activates Autobilling
Schedule	Defines when invoices are generated	Controls timing
Account Debit	Accounting reference	Used in exports
Creditor	Supplier receiving invoice	Defines recipient
Account Deposit	Deposit accounting	Used for prepayments
Department Code	Internal accounting mapping	Used in finance
Schedule Before Arrival	Allows invoicing before arrival	Enables pre-invoicing

• Creditor: A linked creditor is mandatory for autobilling to function. See How to create a creditor.

System Behavior

Invoice Generation

• The system generates invoices automatically based on schedule

• Only bookings that match the rule are included

Invoices are generated periodically using background services (e.g. every 30 minutes or daily depending on type)

Scheduling options

Invoices can be generated on the following schedules:

• Daily

• Weekly – select the weekday.

• Monthly – select the day of the month.

• Days After Departure – generate invoices a set number of days after guest departure.

Invoice information fields

The following fields appear on the generated invoice:

• Department Code

• Account Deposit

• Account Debit

Pre-arrival schedules

Invoices can also be scheduled before the guest's arrival at the hotel. The same scheduling options apply:

• Daily

• Weekly

• Monthly

Generating past invoices

You can create invoices for past periods by entering the desired dates in the settings.

Finalizing settings

After all configurations are made, click Save to apply the changes.

Example Scenario

Configuration:

• Hotel: Marina Hotel

• Creditor: Supplier A

• Schedule: Weekly

• Automatic Billing: Enabled

Flow:

1. Bookings are created for the hotel

2. Weekly schedule triggers Autobilling

3. System generates invoice for all new bookings since last run

4. Invoice is sent to the creditor

Result:

• Supplier receives invoice automatically

• No manual billing required

Edge Cases

• If Automatic Billing is disabled:

  • no invoices will be generated

• If Creditor is missing:

  • Autobilling will fail

• If Room costs are not configured:

  • invoice values may be incorrect or missing

• If Hotel is part of a combination:

  • invoicing is based on individual hotels in the combination

Troubleshooting

Issue	Cause	Solution
No invoice generated	Automatic Billing disabled	Enable checkbox
Invoice missing bookings	Schedule not triggered yet	Check schedule timing
Incorrect amounts	Room cost misconfigured	Verify hotel cost setup
Invoice not sent	Email setup missing	Configure Email Center
Missing extras in invoice	Separate schedule enabled	Check “Add Own Schedule”

Related Pages

• Autobilling Overview

• Creditors

• Hotel Setup

• Room Cost Configuration

• Finance → Invoices

FAQ

• Do I need to enable Autobilling for every hotel? Yes. Hotel Autobilling is configured per hotel. Enable Automatic Billing on each hotel that should generate invoices.

• Why can’t I enable Autobilling without a creditor? Autobilling needs a creditor to know who the invoice is issued to, which currency to use, and which accounting settings to export. Create and link a creditor first: How to create a creditor.

• Where do generated hotel invoices show up? In Finance → Invoice. See Invoice.

• When are invoices actually generated? Based on your selected schedule (daily/weekly/monthly/after departure). The exact runtime is typically handled by a scheduled job (often overnight), depending on your setup.

• What’s the difference between “pre-arrival schedules” and “days after departure”? Pre-arrival schedules generate invoices before arrival on a recurring cadence (daily/weekly/monthly). Days After Departure generates invoices a set number of days after the guest departs.

• Can I create invoices for past periods? Yes. Use Generating past invoices and enter the dates for the period you want to invoice, then Save.

• The schedule is set, but no invoices are created. What should I check? Confirm the hotel has:

  1. a linked Creditor, 2) Automatic Billing enabled, and 3) cost data available for the invoiced items. Also check Finance → Invoice and filter by invoice type/creditor/date.

• How does supplier approval work? If your Autobilling flow uses approvals, suppliers receive an email link to approve or reject invoices. See Autobilling.