> ## Documentation Index
> Fetch the complete documentation index at: https://docs.roomdoo.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Automatic payment reconciliation

> How Roomdoo automatically matches payments with the folio's invoices, and what to do when a payment isn't reconciled.

## What automatic reconciliation is

**Automatic reconciliation** links **payments** received with the **invoices** of the corresponding folio, without you having to match them by hand.

When you record a payment linked to a reservation, Roomdoo tries to match it on its own with the pending invoices on that folio. If the amount and the customer match, the invoice is marked as paid and the folio reflects the right balance.

<Note>
  Automatic reconciliation is **invisible to you**: there's no button to press and nothing to configure per payment. It happens on its own whenever you record a payment linked to a reservation.
</Note>

## 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 payment **amount** to match — or square with — the pending invoice
* The **customer** on the payment and on the invoice to be the same
* The **invoice to be validated** (not still a proforma)

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 pending until someone matches it by hand.

## How to check if a payment was reconciled

<Steps>
  <Step title="Open the reservation's folio">
    In the reservation list, open the folio where the payment was recorded.
  </Step>

  <Step title="Check the invoice status">
    In the folio's invoice section, you'll see the **payment status** of each invoice: paid, partially paid, or pending.
  </Step>

  <Step title="Review the folio balance">
    The folio should show zero balance (or the pending amount correctly reflected).
  </Step>
</Steps>

## Common support cases

<AccordionGroup>
  <Accordion title="I recorded a payment but the invoice still says 'Pending'">
    The payment didn't match on its own. Common causes:

    * **The payment customer doesn't match the invoice customer.** For example, the invoice is to the agency but the payment is recorded to the guest (or the other way round).
    * **The payment amount doesn't match exactly** the invoice (there may be a discount, commission, or adjustment that wasn't applied).
    * **The invoice is still a proforma.** Proformas don't reconcile — first validate the invoice.

    Identify which case and reconcile the payment manually from the folio, or fix the data that's off.
  </Accordion>

  <Accordion title="There's a duplicate payment, and it reconciled with the invoice, leaving a credit balance">
    If a payment was recorded twice by mistake, there's now a positive balance in the customer's favour. You have two options:

    * **Refund the amount** to the customer and record the outgoing payment
    * **Leave it as credit** to apply against a future reservation from the same customer

    In both cases, open the folio and review the linked payments. If you need to move a payment from one folio to another, [contact support](#when-to-contact-support) — it's a sensitive operation and we'll do it carefully.
  </Accordion>

  <Accordion title="The invoice is paid but the folio still shows a pending balance">
    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.
  </Accordion>

  <Accordion title="After a corrective invoice, the payments are out of sync">
    When a corrective invoice is issued, payments that were reconciled to the original invoice may need to **be re-reconciled** to the corrective. Roomdoo tries it automatically, but if the corrective changes the total or the customer, some manual work may be needed.

    If the folio balance looks off after a corrective, [contact support](#when-to-contact-support) with the folio and invoices involved.
  </Accordion>
</AccordionGroup>

## When to contact support

Contact Roomdoo support if:

* **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.

<Warning>
  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, void it or adjust it from the folio rather than removing it.
</Warning>