How to merge invoices

Most properties end up with multiple folios per guest — room (PMS), restaurant (POS), spa (POS), all separate. Most guests want one bill at check-out. Invoice merge bridges that gap.

Open the merge view

Finance → Invoices → Merge (the action lives near the top of the invoice list). The view has two halves: a search panel on the left (find invoices to merge), and a basket on the right (the invoices you've selected so far).

Find the invoices

Search by client (name or company) — the most common path — or by an exact invoice number. Results list each invoice with status, date, total, and a tick box. Tick to add to the merge basket.

The first invoice you tick locks the customer and currency for the basket — subsequent searches only show invoices that match those constraints. If a guest has folios in EUR and ALL, you'll need two merges or a currency conversion first.

Eligible invoices

• DRAFT — the easiest case. Drafts merge cleanly with no fiscal side-effects.
• APPROVED — already fiscalized. Mergeable but each gets a fiscal cancel and the merged one gets a fresh submission. Tax authority sees this as a corrective action.
• PAID, CANCELLED, TRANSFERRED — not mergeable. Already settled, voided, or already merged.

Confirm the merge

Review the basket totals — combined line items, taxes, total. Click Confirm. HotelBee creates the new invoice with all line items, marks each original as TRANSFERRED, and submits the new one for fiscalization where applicable. The new invoice opens automatically — print, email, or take payment as usual.

What "TRANSFERRED" means

TRANSFERRED is the status that means "this invoice was rolled into another one — the line items live on the merged invoice now". They stay searchable and reportable but don't double-count in revenue. Reports filter them out by default; the audit trail preserves them so you can always trace which originals fed the merged invoice.