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What automatic reconciliation is

Automatic reconciliation links payments received with the invoices of the corresponding folio, without you having to match them by hand. Every time you record a payment on a reservation, and every time an invoice on the folio is validated, Roomdoo tries to match that folio’s payments with its validated invoices that are still unpaid. If the match is unambiguous, the invoice is marked as paid and the folio reflects the right balance.
Automatic reconciliation is invisible to you: there’s no button to press and nothing to configure per payment. It happens on its own when you record a payment on the reservation and when an invoice is validated. Payments that come in through the payment link don’t trigger it: if the invoice was already validated when the guest paid, that payment stays unmatched.

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What a payment needs to be auto-reconciled

For Roomdoo to match a payment to an invoice without you doing anything, you need:
  • The payment to be linked to the folio (not a standalone payment with no link)
  • The invoice to be validated (not still a proforma)
  • The payment and the invoice to use the same customer receivable account, which depends on your property’s accounting setup
  • The match to be unambiguous:
    • If it’s the only unpaid invoice on the folio and nothing is left to invoice, all the folio’s payments are applied to it, even if the total doesn’t add up exactly (the invoice ends up paid or partially paid).
    • If there are more invoices or something is still left to invoice, Roomdoo only matches a payment, or a combination of payments, whose amount exactly equals the invoice’s pending amount, and only if no other invoice has that same pending amount.
The payment customer and the invoice customer don’t need to be the same: it’s enough for the payment to be on the same folio. If any of those isn’t true, the payment is recorded correctly but stays unreconciled: you’ll see the payment on the folio, but the invoice still shows as Unpaid until it’s matched by hand.

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How to check if a payment was reconciled

1

Find the invoice in Billing

In the side menu, go to Billing and find the folio’s invoice.
2

Check the payment status

The Payment column shows whether the invoice is Paid, Partial or Unpaid.
3

Review the folio balance

Open the reservation: the folio should show zero balance (or the pending amount correctly reflected).

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Common support cases

The payment didn’t match on its own. Common causes:
  • The invoice is still a proforma. Proformas don’t reconcile: first validate the invoice. When you validate it, Roomdoo tries to match the folio’s payments at that moment.
  • The payment came in through the payment link after the invoice was validated. Those payments aren’t matched automatically with an invoice that’s already validated.
  • The match is ambiguous: there are several unpaid invoices on the folio and the payment amount doesn’t exactly match any of them, or two invoices have the same pending amount.
  • The payment and the invoice go to different customer receivable accounts, because of the property’s accounting setup.
If it’s a proforma, validate it. In any other case, contact support to match the payment by hand. If your account already has the new invoice and payment window (being rolled out gradually), you can also do it yourself from the invoice preview, under Payments → Add payments.
If a payment was recorded twice, there’s now a balance in the customer’s favour. Depending on the case:
  • If the payment was recorded twice by mistake (the customer only paid once): cancel the duplicate from the payment’s ⋮ menu in the Payments tab → Cancel charge. If it was reconciled with the invoice, it’s unlinked automatically.
  • If the customer really paid twice: refund the amount through the same channel (card terminal, bank…) and record the refund in the Payments tab with + Refund.
  • If the customer would rather keep it for a future stay: Roomdoo doesn’t keep credit balances per customer. Leave the overpayment on this reservation and, once the new one exists, contact support to move the payment.
More detail in Real overpayment / duplicate charge.
The folio groups invoices, but it can also have pending charges (extras, adjustments) that haven’t been invoiced yet. The folio balance is the sum of charges minus the sum of payments. If the invoice is paid but the folio shows a balance, there’s usually an extra still pending invoicing.Review the folio lines to see what’s missing.
Automatic reconciliation doesn’t match payments with corrective invoices, only with invoices. When a new invoice is issued after the corrective one, Roomdoo tries to match the folio’s pending payments with it when it’s validated, using the usual rules.If the folio balance looks off after a corrective invoice, or the new invoice still shows as Unpaid, contact support with the folio and invoices involved.

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When to contact support

Contact Roomdoo support if:
  • A payment didn’t match its invoice on its own and needs matching by hand.
  • Several payments are unreconciled without an obvious cause (there may be a deeper issue).
  • A payment needs to be moved from one folio to another, or from one customer to another — these are sensitive accounting operations.
  • After a corrective invoice, the folio balance looks wrong.
  • You need to review old unreconciled payments that have been sitting for a while.
Don’t “delete” a payment to re-record it. Payments are linked to the accounting books and deleting them can leave the books out of balance. If a payment is wrong, fix it with Edit charge or cancel it with Cancel charge (the payment’s ⋮ menu in the Payments tab). If the payment came in automatically with the OTA reservation, check with support before changing it.