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Billing Address Management

The billing address decides who an invoice is made out to: the guest, or a company. It can be set from two sides. Staff edit it on the folio in the Operations Platform, and guests can provide their own billing address (or their company's) during check-in or from their profile. Either way, the result lands on the folio in your PMS, and the invoice follows it.

1. Who Can Use This Feature​

  • Staff: the Edit Billing Settings action on the folio is a per-property capability that is switched on for your property. Once available, any staff member working the reservation's billing can use it. If it is not available, request it via a Support Ticket.
  • Guests: the billing-address option in the Guest Journey is likewise a per-property setting (on unless it is switched off). It is shown to the primary guest only. Travel Buddies carry no billing details.

2. Editing Billing Settings as Staff​

Open the reservation's folio (see Billing and Folio) and choose Edit Billing Settings from the folio's more-menu (⋮).

ℹ️ The action is available only while the folio is open. It disappears for closed folios and for virtual folios.

In the dialog, pick the Debitor Type:

a) Primary guest​

The invoice is made out to the guest. You can edit:

  • First Name and Last Name
  • Invoice Receiver: the email address the invoice is addressed to
  • Address, Postal Code, City, Country

⚠️ Changing the address here also changes the guest's residential address on their profile. The two are the same record, and the dialog says so.

b) Company​

The invoice is made out to a company:

  • Company Name: start typing to search existing companies; picking one fills in its address. A name with no match creates a new company in your PMS.
  • The company's Address, Postal Code, City, Country.
  • Invoice-able company shows whether this company may be invoiced. When it is enabled the company is charged, otherwise the guest pays. This status comes from your PMS's debtor setup and is not edited here.

Saving writes the debitor to the folio in your PMS. The invoice and the folio's paying party update accordingly.

3. What Guests Can Do​

With the guest-side option enabled, the primary guest manages billing themselves:

  • During pre-check-in (Address step) and on the profile address page in the Guest Portal, a checkbox lets the guest bill to a different address. Ticking it shows the stay's folios, each with the current billing address.
  • On an open folio, the guest can edit the billing details: bill to themselves (name, invoice email, address) or to a company (company name, tax ID, address), for example business travellers who need the invoice made out to their employer.
  • The guest sees the resulting billing address on their bill overview during checkout and in the open-balance view.

Guest edits follow the same rules as staff edits. Only open folios can be changed, and stays settled on accounts receivable are excluded. The result is the same PMS-side debitor change staff would make.

4. Troubleshooting​

SymptomLikely cause
Edit Billing Settings is missing from the folio menuThe folio is closed or virtual, or the capability is not enabled for the property
A guest reports they can't change the billing addressThe folio is already closed, or the stay is settled on accounts receivable (see Checkout on AR with Apaleo)
The guest's home address changed unexpectedlySomeone edited the billing address with debitor type Primary guest, which updates the residential address too
The company can't be selected as payerThe company is not invoice-able in the PMS debtor setup

5. Conclusion​

Billing address management keeps invoices correct without front-desk detours. Staff fix the debitor directly on the folio, guests set their own billing or company details during the journey, and both paths write the same information to the PMS.

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