How to check-out a guest

How to Check Out a Guest

Open the reservation — you can do this from the Departures Today list on the dashboard or from the calendar. Once the reservation is open, find the status box and click Check-out. HotelBee opens the check-out review where you can settle the folio, then confirm the check-out. HotelBee saves automatically.

What happens behind the scenes

Checking a guest out does several things at once:

• Reservation status changes to Checked out (yellow on the calendar).
• Room housekeeping status flips to Dirty so housekeeping knows to clean it.
• The folio is locked and the invoice is finalized.
• The in-house counter on the dashboard decrements.

Review the folio

Before confirming, the check-out screen shows everything in one place:

• Total accommodation charges — nightly rate × nights, plus city/tourism tax.
• Services & extras — breakfast, transfers, mini-bar, spa, anything posted to the room.
• POS room charges — restaurant or bar orders the guest signed to the room.
• Payments received — deposit, mid-stay top-ups, anything already paid.
• Balance due — what's still owed (or owed back if overpaid).

Take the final payment

If there's a balance due, click Add payment, choose the method (card, cash, bank transfer, voucher), and enter the amount. The folio updates immediately and the balance drops to zero.

Finalize the invoice

Once the folio is balanced, finalize the invoice so it's locked, fiscally registered (in countries that require it), and ready to email or print. HotelBee can email a PDF invoice to the address on file with one click — useful for corporate guests who need it for expense reports.

Late check-out

If a guest needs the room past the standard check-out time, no special workflow is needed — just check them out when they actually leave. To charge a late check-out fee automatically, configure it in Settings → General — HotelBee posts the fee when the actual check-out time is past the cutoff.

Early departure

When a guest leaves before their booked check-out date, click Early check-out. HotelBee asks whether to charge for the remaining nights or remove them — pick what matches your cancellation policy. The room becomes available for the freed dates immediately.

Undo a check-out

If a check-out was a mistake, open the reservation and click Undo check-out. This works the same operating day. After night audit closes, the day is locked; ask an admin to reopen night audit if a correction is needed.