How to issue an e-invoice

How to Issue an E-Invoice and Fiscalize a Reservation in HotelBee

HotelBee, the property management and hospitality software solution, includes a built-in fiscalization module that allows hotels to issue compliant electronic invoices directly from the reservation workflow. This functionality is designed to simplify tax compliance for properties operating under electronic fiscalization requirements, while keeping the process fully integrated into the everyday tasks of front-desk and accounting staff.

Understanding E-Invoicing and Fiscalization

Fiscalization is the process by which a sale or service is electronically reported and validated through an official tax authority system at the moment the transaction is closed. When the client is a business or individual holding a Tax Identification Number (TIN), the invoice issued is classified as a business-to-business (B2B) e-invoice. When no TIN is provided, the transaction is instead fiscalized as a standard business-to-consumer (B2C) receipt. Importantly, the underlying fiscalization mechanism in HotelBee remains identical in both cases; the only distinction lies in whether client tax identification data is attached to the record.

Step 1: Creating the Client Profile

Before an e-invoice can be issued, the client must first be registered in the system. Within HotelBee, users can create a new client profile and enter the required identification details, including the company or individual name and, where applicable, the TIN. Once saved, this profile becomes available for selection during the reservation process, ensuring that all future documents generated for that client are correctly linked to their tax information.

Step 2: Making the Reservation

With the client profile in place, the reservation can be created and managed as usual. HotelBee allows staff to assign the reservation to the corresponding client record at the time of booking, ensuring that billing details are accurately captured from the outset and reducing the risk of errors when the invoice is later generated.

Step 3: Finalizing and Fiscalizing

Once the guest's stay or service is complete, staff can proceed directly from the reservation screen by selecting the option to finalize the transaction. At this stage, HotelBee offers the ability to finalize and fiscalize the invoice in a single action. The system automatically determines whether to generate a B2B e-invoice or a standard fiscal receipt based on whether a TIN is associated with the client profile, and transmits the transaction to the relevant fiscal authority accordingly.

Conclusion

By consolidating client management, reservation handling, and fiscal compliance into one continuous workflow, HotelBee removes the need for separate invoicing tools or manual reporting steps. Whether a transaction involves a corporate client with a registered TIN or an individual guest, the finalize-and-fiscalize action ensures that every invoice is issued correctly and in accordance with applicable fiscal regulations, allowing hotel staff to focus on guest service rather than administrative overhead.