HOTEL ACCOUNTING & INVOICING

Automated Hotel Invoicing Software

Streamline billing, ensure tax compliance, and reduce accounting errors by up to 90%. Join 68% of hotels embracing cloud-based accounting solutions in 2025.

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68%

Hotels using cloud accounting

90%

Reduction in billing errors

10+

Payment methods

Complete Hotel Accounting Solution

Everything you need to manage invoices, track payments, and maintain financial compliance in one integrated platform.

Automated Invoice Creation

Generate professional invoices in seconds. Auto-populate guest data, add services, and send directly to guests or corporate clients.

10+ Payment Methods

Accept cash, cards, PayPal, Stripe, bank transfers, and vouchers. Split payments across multiple methods for guest convenience.

Cloud-Based Access

Manage accounting data from any device, anywhere. 71% of hotel groups now use cloud-native financial platforms.

Real-Time Financial Reports

Generate daily accounting, cashier, end-of-day, and sales reports. Export to PDF or CSV for seamless analysis.

Multi-Currency Support

Accept payments in any world currency. Automatic exchange rate calculations for international guests and corporate accounts.

SSL-Encrypted Security

All financial data protected with enterprise-grade encryption. Secure cloud storage eliminates fraud and data leakage risks.

HOW IT WORKS

Create Invoices in Under 60 Seconds

Our automated billing system eliminates manual data entry. No spreadsheets, no template websites, no errors.

Select guest from your database or enter new details
Add room charges, services, and extras with one click
Choose payment method and set due date
Send invoice via email or generate PDF instantly
Track payment status and send automatic reminders

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German & EU Tax Compliance Built-In

Meet all regulatory requirements with automated compliance features. From GoBD-compliant record-keeping to EU e-invoicing mandates.

GERMAN TAX COMPLIANCE

GoBD-Compliant Accounting

Full compliance with German GoBD regulations (Grundsätze zur ordnungsmäßigen Führung und Aufbewahrung von Büchern).

Immutable audit trails for all financial transactions
Tamper-proof invoice numbering sequences
10-year digital archiving with full traceability
Complete documentation for tax audits
Verifiable data exports in compliant formats

GoBD Requirements Checklist

✓ Traceability

✓ Completeness

✓ Accuracy

✓ Timeliness

✓ Order

✓ Immutability

✓ Machine readability

✓ Access control

ACCOUNTING INTEGRATION

Seamless DATEV Export

Export financial data directly to DATEV - Germany's leading accounting software used by 90% of tax advisors.

Automatic account mapping for each payment type
One-click DATEV-compatible file generation
Monthly or custom date range batch processing
Automatic VAT categorization and tax code integration

Compatible with: DATEV Unternehmen online, DATEV Rechnungswesen, DATEV Mittelstand

DATEV Export Features

→

Automatic Account Mapping

Configure accounting IDs for each payment type

→

One-Click Export

Generate DATEV-compatible files instantly

→

Batch Processing

Export monthly or custom date ranges

EU E-INVOICING MANDATE

E-Invoice Ready

E-invoicing is now mandatory across the EU. Germany requires hotels to receive e-invoices from January 2025 and send them from 2027.

Supported formats:

XRechnung - German government standard
ZUGFeRD 2.0 - Hybrid PDF/XML format
EN16931 - EU standard compliance
Peppol - Cross-border invoicing network

E-Invoice Timeline for German Hotels

Jan 2025

Must be able to receive e-invoices

Jan 2027

Must send e-invoices (turnover > 800k)

Jan 2028

Mandatory for all B2B invoices

Complete Invoice Lifecycle Management

Handle every type of hotel invoice - from prepayments to cancellations, all in one system.

✓

Prepayment Invoices

Issue deposit invoices for advance bookings. Track partial payments and automatically apply them to final invoices at checkout.

Configurable deposit amounts
Automatic balance calculation
Link to final invoice

⊞

Proforma Invoices

Generate proforma invoices for corporate clients, travel agencies, or guests who need advance documentation.

Quote-to-invoice conversion
Validity period settings
Corporate approval workflows

↻

Cancellation Invoices

Issue proper Stornorechnung that comply with German tax requirements. Maintain complete audit trails.

References original invoice
Automatic reversal entries
Tax-compliant formatting

⇐

Refund Processing

Process refunds quickly and accurately. Track status, generate credit notes, and maintain clear financial records.

Multiple refund methods
Partial refund support
Automatic reconciliation

⚙

Payment Accounting IDs

Configure accounting IDs for each payment method. Ensure automatic categorization for seamless exports.

Custom account mapping
Tax category assignment
Cost center allocation

☇

Group & Corporate Billing

Handle complex billing for corporate accounts, travel agencies, and group bookings with master billing.

Master folio management
Department charge routing
Consolidated statements

NEED HELP WITH GERMAN TAX COMPLIANCE?

Our experts guide you through GoBD, DATEV, and e-invoicing setup

Book a Consultation

Why Hotels Choose HotelFriend Accounting

Join hotels that have reduced billing errors by 90% and saved hours on daily accounting tasks.

Automated Operations

Eliminate paperwork and reduce calculation errors through system automation.

Timely Payments

Set invoice due dates and automated reminders to improve collection rates.

Simpler Auditing

Centralized dashboard for quick access to statements, sortable by any criteria.

Accurate Records

Reduce internal discrepancies with automatic number pulling and transaction recording.

Global Payments

Accept payments in any currency and participate in the global marketplace.

Mobile Access

63% of hotel CFOs prioritize mobile-first features. Manage finances on the go.

HotelFriend F.A.Q.

How to create an invoice?

Please go to the Accounting module and find the “Guest Invoices” tab to create an invoice. Here, you need to enter guest details, services, or items and select the payment type. For more detailed instructions, click here.

How can I accept payments and keep information in the system? Can I specify a deferred payment?

You can connect the Stripe payment system, as HotelFriend provides integration with it. Once you have connected the payment system, you can enter the guest's credit card information into the reservation card. Sure, by observing all security and confidentiality conditions, these cards will be tokenized. Besides, when receiving payment from a guest through the Stripe system, the information in the reservation card will be displayed automatically.

You can also connect a POS terminal and add payments to the system as soon as you accept payment by credit card. If you accept payment in cash, you should add a payment to the system using the Add Payment function.

How to connect Stripe to the system?

Stripe is a convenient payment system, which can receive and process payments online. If Stripe is connected to the HotelFriend system, there is no need to enter the payment details manually – all data will be updated automatically. Here are detailed step-by-step instructions on how to connect Stripe to your PMS.

Can I make a payment into the system for an amount less than the amount of the guest's order? When I create an invoice payment, the total cost of the order is automatically displayed.

Yes, you can make a prepayment to the guest's balance. To do this, select the payment to the balance function when making a payment. When you make a payment on the invoice, the system will automatically calculate the amount that is already on the guest's balance, and there will be 2 fields in the payment (prepayment to the balance and payment on the invoice).

I accidentally added a payment to another guest. Is it possible to delete a payment?

In such situations, use the cashback function. For the completed payment, generate a refund and create a payment for your guest.

Does HotelFriend integrate with other systems?

Yes, there are a number of systems with which HotelFriend supports integration. Also, HotelFriend staff helps to integrate and configure everything correctly. You just need to provide the necessary information. You may request integration here.

Do you provide support?

Yes. If you have any questions or problems, you can always contact our support team via live chat or email at support@hotelfriend.com. Our employees will be happy to help you. Basic support is included in any package. Applications are processed within 24 hours on weekdays. To get weekend support, you can purchase a 24/7 support package.

How do I switch from my old system to HotelFriend?

You can export data from the current system and import it into the system, configure the necessary settings with the help of HotelFrind employees.

READY TO STREAMLINE YOUR HOTEL ACCOUNTING?

Start creating professional invoices in under 60 seconds

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HotelFriend Features

Hotel Management

Front-Desk

Department Management

Employee Management

Room Management

Hotel Dashboard

Housekeeping

Maintenance Management

Mobile Hotel Live Chat

Operations Outsourcing

Task Management

Finance & Payment

Accounting and Document

Payment Management

Reporting System

Booking Balance

Digital Cash Book

Revenue Management

Room Rates

Service Management

Guest Relations

Guest Management

Booking Request, Offer

Self Check-In

Guest Communications

Communication Automation

Digital Marketing

Hotel Website Development

Destination Management

Deal, Package Composer