End-of-month closeout checklist

Closeout is the rhythm that keeps your books trustworthy. Skip it for two months and the third month becomes a reconstruction project. Run it monthly, the same way every time, and the numbers stay reliable. This article is the canonical seven-step list.

Step 1 — Failed Fiscalizations to zero

Open Failed Fiscalizations. Resolve every entry — fix data and retry, or escalate to support. The queue must be empty before you continue, otherwise your fiscal totals are missing revenue. See the failed-fiscalizations troubleshooting article.

Step 2 — Bank reconciliation

Run Reports → Payments by Method for the prior month. Compare the bank-method total against your bank statement's deposits. Differences usually trace to: deposits in transit (closed in HotelBee but not yet appearing on the statement), bank fees (deducted by the bank, recorded separately), or refunds (in the report but reducing the next month's deposits). Adjust as needed and document.

Step 3 — Accounts Receivable aging

Run Reports → Accounts Receivable Aging. Anything in 31+ days needs action — call the customer, send a reminder, escalate. 90+ goes to formal collection. Don't carry the same bad debt month over month without a status update.

Step 4 — Fiscal Report

Run Reports → Fiscal for the month. Cross-check totals against the tax authority portal. Export to PDF/Excel and hand to your accountant for VAT filing. See the fiscal-report deep-dive for what each column means.

Step 5 — Management snapshot

Run Reports → General (Revenue) for the month. Capture: total revenue, gross/net, hotel/POS/services breakdown, ADR, RevPAR, occupancy %. Compare to the same month prior year. The four big numbers (revenue, occupancy, ADR, RevPAR) plus YoY % deltas are what management needs to see.

Step 6 — Reservation invoice closure

Open the reservations list filtered to last month's check-outs. Confirm every checked-out reservation has a corresponding APPROVED or PAID invoice. Stragglers (checked-out but no invoice) need to be invoiced now — that's revenue you've earned but haven't recognized. Common causes: reservation was checked out but the user skipped the invoice step; a manual invoice that was started but never finalized.

Step 7 — Archive open issues

Anything you couldn't resolve — disputed invoices, pending refunds, reconciliation gaps — gets a note in your monthly closeout document with the reason and the next action. Hand to whoever's responsible (you or your accountant) and re-check next month. Issues that survive three closeouts get escalated.

Time to spend

First few months: 3-4 hours. Once you know where things live and the daily night audits are kept current, 60-90 minutes. Properties that skip daily night audits spend much longer at month-end because they're doing 30 days of reconciliation in one sitting. Daily discipline beats monthly heroics.