Organize workflow and get paid in time
Invoicing software makes the billing process easier, faster, and more secure.
It comes to your rescue when you need to organize your workflow and get paid in time. Get rid of the tedious processes related to invoice creation, payment, or reporting – and focus fully on your guests.
No more spreadsheets or invoice template websites! All the client data will be stored in the cloud and protected with encryption.
That’s how it works
Our automated billing system helps to create invoices within a minute.
All you need to do is fill in the guest’s details, add items, and choose a suitable payment type. Send an invoice to your client and instantly receive your revenue. To start billing clients, you do not need any specific training. Log in to your account, find the “Invoices” tab in the “Guest” module, and that’s it!
Play Video
Simplify payment and monetize your business to its fullest
Choose the client you want to invoice
Create a statement in a few clicks
Manage invoices on the go
With the cloud-based billing system, you can effortlessly access your accounting data from any device, anywhere, anytime. Your invoices, receipts and other related documents will be conveniently stored online – all in one place.
Choose from 10+ payment methods
Receive payments in cash, vouchers, or online transactions via PayPal, Stripe, American Express, Visa, or MasterCard. You can also add custom payment methods – the options are unlimited!
Rely on high-security standards
Our software guarantees security, as all sensitive financial data is protected with SSL encryption. All the information is stored safely in the PMS, eliminating the risk of fraud or data leakage.
Offer more flexibility to your guests
The split payment option lets you add two and more different payment methods to one invoice. If the payment doesn’t match the invoiced amount, the customer will have several options to handle the open amount: a partial payment, banking fee, or commission.
Want to issue professional-looking invoices with ease?
Leave your request and we will get back to you shortly
Generate instant financial reports
Create daily reports, including Accounting, Cashiers, End-of-Day and Sales reports, and keep good track of your finances. You can export them to PDF or CSV formats for your convenient workflow.
German & EU Compliance Built-In
Meet all regulatory requirements with automated compliance features. From GoBD-compliant record-keeping to EU e-invoicing mandates - we keep your hotel audit-ready.
Complete Invoice Lifecycle Management
Handle every type of hotel invoice - from prepayments to cancellations
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
Expected Invoices (Proforma)
Generate proforma invoices for corporate clients, travel agencies, or guests who need advance documentation before payment.
- ✓ Quote-to-invoice conversion
- ✓ Validity period settings
- ✓ Corporate approval workflows
Cancellation Invoices
Issue proper cancellation invoices (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 refund 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 export to your accounting software.
- ✓ Custom account mapping
- ✓ Tax category assignment
- ✓ Cost center allocation
Group & Corporate Billing
Handle complex billing scenarios for corporate accounts, travel agencies, and group bookings with master billing and split invoicing.
- ✓ Master folio management
- ✓ Department charge routing
- ✓ Consolidated statements
Need help with German tax compliance?
Our experts will guide you through GoBD, DATEV, and e-invoicing setup
What you get
Automated operations
+ Forget about paperwork and invest more in guest satisfaction
The Invoicing System allows you to easily create invoices or bank statements in seconds. Thanks to automation, there is no risk of mistakes in calculations.
Multi-currency support
+ Accept payments in any world currency
Enter the global marketplace and overcome payment barriers with our software. You can choose any preferred language and currency.
Timely payments
+ Boost your revenue by streamlining your financial performance
Set due dates to the invoices and make the whole billing process easier. Accessibility and a customer-friendly approach ensure on-time payments.
Simpler auditing
+ Easily grant access to certain users and exchange information online
As all the statements can be accessed from one dashboard, you can quickly find anything you need. Sort your invoices by status, date, or email to save time when analyzing financial reports.
Data accuracy
+ Reduce the risk of internal discrepancies or fraud
Avoid any invoice discrepancy and secure your receivables by letting our system pull in the correct numbers and record everything associated with the transaction.
Quick refunds
+ Manage your finances stress-free
Sometimes, for any number of reasons, you may have to issue a refund. Our software enables you to address this request quickly and efficiently.
«The Invoicing system by HotelFriend is really easy to work with. Cost-effective, suits the budget-conscious. This is the first year we start using it for our property and it suits our needs perfectly. Invoicing, payables, reports... everything is in one place. The system offers a lot of convenient payment options, Stripe, PayPal included. Now we have more accuracy and easy access from anywhere due to the cloud base system.»
Hotel Haus Rödgen
Berlin, Germany
Success Stories
HotelFriend F.A.Q.
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
HotelFriend Features
Hotel Management
Finance & Payment
Revenue Management
Guest Relations
Digital Marketing