{"id":6469,"date":"2026-09-22T16:29:44","date_gmt":"2026-09-22T14:29:44","guid":{"rendered":"https:\/\/en.wubook.net\/blog\/?p=6469"},"modified":"2026-09-22T16:29:50","modified_gmt":"2026-09-22T14:29:50","slug":"managing-payments-and-accounting-in-hotels","status":"publish","type":"post","link":"https:\/\/en.wubook.net\/blog\/managing-payments-and-accounting-in-hotels","title":{"rendered":"Managing payments and accounting in hotels with the PMS"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">Dear WuBookers, managing payments and handling the administrative aspects of an accommodation business <strong>is a job within a job<\/strong>. On the one hand, you need to simplify the entire booking process for guests as much as possible, whilst ensuring the security of their data at all times. On the other hand, it is important to <strong>keep track of payments received<\/strong> \u2013 whether they are advance payments, deposits, final balances or extras \u2013 for every single booking, without losing sight of the overall revenue trend. The PMS can lighten this workload and facilitate the management of such an important part of day-to-day operations. Let\u2019s see how, using<a href=\"https:\/\/en.wubook.net\/?_gl=1*jzc5me*_up*MQ..*_ga*MTMxMzY3NzAuMTc4ODE2MDM0MQ..*_ga_0TFGQWK9Y1*czE3ODgxNzE3ODUkbzIkZzEkdDE3ODgxNzE4NTQkajYwJGwwJGgw\"> Zak, WuBook\u2019s management software<\/a>, as an example.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Payment methods and booking guarantees<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">When and how a payment is made are two essential elements of a booking.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The timing may vary depending on the type of rate (free cancellation, non-refundable, etc.) and the <strong>rules adopted by the hotel to secure the booking<\/strong>, such as simply recording credit card details or <a href=\"https:\/\/en.wubook.net\/blog\/credit-card-pre-authorization-how-it-works-for-hotels\">pre-authorising a certain amount<\/a>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The \u2018how\u2019 also depends partly on the guarantee methods and may include various<a href=\"https:\/\/en.wubook.net\/blog\/payment-methods-for-hotels-and-properties\"> payment systems<\/a>, such as: credit and debit cards; online \u2018wallet\u2019 apps; bank transfers and payment gateways.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In such a broad and complex landscape, where there are numerous alternatives and possible combinations, the PMS becomes an essential tool in ensuring that all of this translates into a smooth and transparent process for both hoteliers and guests. The management system should, in fact, allow you to <strong>set different payment policies<\/strong> associated with each rate and room type; and at the same time <strong>facilitate transactions<\/strong>, including through third-party tools connected to and communicating with the main software.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-01-1.png\"><img fetchpriority=\"high\" decoding=\"async\" width=\"960\" height=\"540\" src=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-01-1.png\" alt=\"\" class=\"wp-image-6475\" srcset=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-01-1.png 960w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-01-1-300x169.png 300w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-01-1-768x432.png 768w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-01-1-600x338.png 600w\" sizes=\"(max-width: 960px) 100vw, 960px\" \/><\/a><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Simplify payments and protect bookings with Zak by WuBook<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Zak by WuBook offers no fewer than 5 methods to safeguard bookings, which can also be enabled simultaneously within the same rule:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>credit card details only<\/strong>: the guest enters their credit card details, but no amount is debited;<\/li>\n<\/ul>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>credit card with authorisation to charge<\/strong>: this involves charging the amount set by the hotelier at a later date following the booking;<\/li>\n\n\n\n<li><strong>credit card with amount held<\/strong>: in this case, the amount is only \u2018frozen\u2019 temporarily (pre-authorisation);<\/li>\n\n\n\n<li><strong>payment<\/strong> of the total or partial amount of the booking immediately;<\/li>\n\n\n\n<li><strong>bank transfer<\/strong>: if you wish to receive payment into your current account.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">All these methods are managed by Zak thanks to its <strong>integration with the leading<\/strong><a href=\"https:\/\/en.wubook.net\/blog\/payment-gateway-benefits-for-hotels\"><strong> <\/strong><strong>payment gateways<\/strong><\/a> on the market (Stripe, Nexi, PayPal, Mercadopago, Redsys). This ensures that the transaction is not only completely secure in terms of privacy and data sharing, but also quite straightforward for all parties involved.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In fact, the hotelier simply needs to select the desired guarantee and payment methods on the control panel. Once the booking has been received, they can invite the guest to proceed with payment (or follow up in the event of a delay) via <strong>manual or automated emails<\/strong>, which can be set up directly from the PMS.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The guest then receives an email containing a <strong>link to Zak\u2019s Guest page<\/strong>: here, depending on the method requested by the hotelier, they can conveniently enter all their details or proceed to the selected payment gateway\u2019s website to make the actual payment. Once completed, Zak automatically synchronises and records the payments made via the connected gateways.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">By utilising these external systems, Zak ensures that all transactions are processed swiftly and avoids potentially cumbersome, error-prone or insecure intermediate steps, including in cases of dispute or refund. However, this does not preclude the possibility of receiving additional payments (for example, for services not included at the time of booking or for tourist taxes and similar charges), nor of receiving payments via <strong>POS or cash<\/strong>, which must be entered manually into the management system.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>The booking: the first step towards optimal management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">To streamline administrative tasks, the PMS must capture a whole range of information relating to bookings at various stages of the stay. <strong>In the pre-stay period<\/strong>, it is important that online bookings or those recorded manually by the hotelier (received, for example, via telephone or in person) include the details of the stay (dates and number of nights booked) as well as the details of the person making the booking and any other guests, the type of board (room only, breakfast, full board, etc.), the cancellation policy and any deposit payments already made. Promotions or special offers must also be traceable within the dashboard.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>During the stay<\/strong>, it is important to be able to update all this information, particularly details affecting the final bill, including changes to the length of stay; the number of guests; the room configuration; as well as any upselling and cross-selling or discounts applied.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Post-stay<\/strong>, finally, it is advisable for the section dedicated to each individual booking to show the total amounts, balances, payment methods used by the guest, any refunds and the official documents associated with that booking in accordance with current tax legislation.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This makes it much easier to reconstruct the full history of each customer and trace their financial situation.<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-02-1.png\"><img decoding=\"async\" width=\"960\" height=\"540\" src=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-02-1.png\" alt=\"\" class=\"wp-image-6478\" srcset=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-02-1.png 960w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-02-1-300x169.png 300w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-02-1-768x432.png 768w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-02-1-600x338.png 600w\" sizes=\"(max-width: 960px) 100vw, 960px\" \/><\/a><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>View the details of each booking with Zak<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">On Zak, every booking has <strong>a dedicated page organised into three main sections<\/strong>: the first contains the booking and customer details (personal details, dates, accommodation type, etc.); the second section lists all costs (total, rooms, extras, meals, taxes, etc.); and finally, the third section includes discounts, notes and the messaging system for communicating with the guest.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The booking summary also includes any vouchers, the booking status (confirmed, offer sent, cancelled,<a href=\"https:\/\/en.wubook.net\/blog\/no-shows-in-hotels-how-to-best-handle-them\"> no-show<\/a> and so on) and <strong>the agency or company associated<\/strong> with that booking, if applicable. This last feature is particularly useful for businesses that make multiple bookings which need to be linked to a single payment and set of documents.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>The second section is at the heart of the payment-related activities for each booking<\/strong>. Here, you\u2019ll find the total amount for rooms, extras, taxes and meals associated with the booking. The amount already paid, the amount still to be paid (with the corresponding due date), the invoice total and the total booking amount are also specified in this section.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">From here, you can also drill down into each individual item to analyse or make changes to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>rooms<\/strong> including quantity, layout, number of guests and cost;<\/li>\n\n\n\n<li><strong>extras<\/strong>: type, quantity and amounts;<\/li>\n\n\n\n<li><strong>meals<\/strong>: which ones, date of consumption, cost;<\/li>\n\n\n\n<li><strong>taxes<\/strong>, namely the tourist tax, where applicable;<\/li>\n\n\n\n<li><strong>payments<\/strong>: to record one or more payments and view those already recorded;<\/li>\n\n\n\n<li><strong>invoices<\/strong>: where you can create new documents or edit existing ones.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Finally, the last section of Zak\u2019s booking page allows you to apply discounts, communicate with guests using pre-set templates and note down further information about the booking and the travellers.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">With such a high level of detail and thanks to the <strong>truly intuitive user interface<\/strong>, it is easy to quickly grasp and update the status of each booking without losing important information and without causing stress for staff or guests.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Accounting and an overview of income and expenditure<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Equally essential, however, is the broader overview that relates more directly to the property\u2019s accounting. Here too, the management system can serve as a support tool; indeed, let\u2019s go further: the very presence of <strong>features related to monitoring income and expenditure<\/strong>, tax documentation and financial reporting is among the criteria recommended for choosing the most suitable PMS for each business. In fact, although it does not replace a dedicated accounting programme \u2013 which is certainly more sophisticated and better suited to administrative tasks \u2013 the management software can still <strong>make life easier for those handling accounting, payments and invoices<\/strong> and everything that goes with them. Or, at least, that\u2019s exactly how it works with Zak!<\/p>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-03-1.png\"><img decoding=\"async\" width=\"960\" height=\"540\" src=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-03-1.png\" alt=\"\" class=\"wp-image-6481\" srcset=\"https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-03-1.png 960w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-03-1-300x169.png 300w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-03-1-768x432.png 768w, https:\/\/en.wubook.net\/blog\/wp-content\/uploads\/2026\/09\/INTERN-03-1-600x338.png 600w\" sizes=\"(max-width: 960px) 100vw, 960px\" \/><\/a><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Maximum simplification and control with Zak<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">The PMS developed by WuBook features an entire section dedicated to accounting, accessible via a convenient menu with various sub-sections. In the payments section, you can <strong>search for and view a list of all payments received or made<\/strong>, categorised as \u2018Incoming\u2019 and \u2018Outgoing\u2019. This section lists all receipts, which can be filtered by company or agency name, associated document number, amount, payment type, or the name of the customer or the person who recorded the transaction, to name but a few. Outgoing payments can be searched using the same criteria and specifically relate to cash flow withdrawals or booking refunds.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To see straight away which payments have been settled and which are still outstanding, simply go to the \u2018Paid\/Unpaid\u2019 section, where <strong>you can quickly view unpaid bookings and their details<\/strong>. This allows you to keep a constant eye on the amounts and status of bookings without having to go to the individual booking page, and to plan reminders or schedule cash outflows with full awareness.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Speaking of cash flow, the <strong>Cashflow<\/strong> (the flow of income or expenditure, i.e. deposits or withdrawals, either daily or over a specific time period of your choice) and the <strong>accounting close<\/strong> by day or by shift also simplify operations and audits.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">And what about documents and invoices? No problem: in the finance section, there is a module for <strong>issuing tax documents directly from Zak<\/strong> with customisable, sequential numbering. For certain countries, such as Italy, which require <strong>electronic invoicing<\/strong>, it is possible to enable the sending and receiving of invoices to and from the Italian Revenue Agency: the document, created within the PMS, can in fact be sent to the Interchange System without any further manual steps and retained for 10 years as required by local law.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Finally, to make the work of the accountant or whoever handles the bookkeeping easier, Zak allows you to <strong>export financial reports for each section<\/strong> and download each document in XML format so that it can then be imported into third-party accounting software, if necessary.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Why use the PMS for payments and bookkeeping? Let\u2019s take stock<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Although, as we have already mentioned, the PMS does not replace proper accounting software, it certainly offers significant practical advantages.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Firstly, it simplifies procedures for hotel staff, who can use the system\u2019s automated features to carry out tasks that would otherwise be very cumbersome. <strong>Regular and timely updates and checks are therefore made easier<\/strong>, whether it\u2019s collecting a deposit, checking the status of a payment or chasing up the balance of a booking. So many different tasks within a <strong>single working environment<\/strong>: this increases security, reduces the risk of manual errors and speeds up staff work. Staff can thus focus more on the <strong>well-being of guests<\/strong>, whose satisfaction is also guaranteed by a smooth and hassle-free billing process that does not require them to make constant requests or provide additional information.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Managing invoicing within the PMS also lightens the workload for the department \u2013 whether internal or external \u2013 responsible for all accounting tasks, as part of the work is already carried out by the software and the hotel staff.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Last but not least, there is the benefit of <strong>assessing the property\u2019s performance<\/strong>: owners and managers can benefit greatly from a tool which, as well as ensuring the hotel runs smoothly, keeps track of its actual financial performance. Indeed, improved profits and cash flow stem not only from effective commercial strategies but also from practical considerations and analysis: a PMS such as Zak is the perfect ally in this regard.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Dear WuBookers, managing payments and handling the administrative aspects of an accommodation business is a job within a&#8230;<\/p>\n","protected":false},"author":1526,"featured_media":6472,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[1],"tags":[],"class_list":["post-6469","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-tricks-and-suggestions","content-wrap"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v26.7 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Managing hotel accounting: Zak PMS for administration -<\/title>\n<meta name=\"description\" content=\"Managing payments and accounting in a hotel can be very stressful. 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