How to split a folio (one stay, multiple invoices)

A folio holds the running charges for a stay. By default a reservation has one folio billed to the guest. Splitting it means creating a second (or third) folio under the same reservation, each with its own bill-to, and routing each charge to the right one at the time it's added. At check-out you issue one invoice per folio. This article shows the operation; the philosophy is do-it-up-front, because correcting after the invoice is issued is a credit-note exercise.

When to split

• Corporate stay: company pays room + B&B per a contract, guest pays personal extras.
• Business + leisure (bleisure): the employer covers the business nights, the guest covers the leisure extension on the same booking.
• Two travelers in one room each want their own receipt for expense reports.
• Group bookings where the group leader covers room+tax and individuals cover incidentals.
• Insurance / agency / tour operator covering a portion (e.g. 3 nights of a 5-night stay).

Step 1 — set up the folios at check-in

1. Open the reservation. Look for the Folios / Invoices section.
2. Folio 1 is the default — bill-to is the guest unless changed. If the guest pays the residual personal extras, leave it as-is.
3. Add Folio 2 (and 3 if needed). For each, set bill-to to the relevant payer (the company client, the agency, the tour operator). Each bill-to needs its own client profile.
4. Optionally, label each folio ("Company", "Personal", "Business Days", "Leisure Extension") to make routing obvious to staff during the stay.

Step 2 — route the auto-charges

Room rate posts nightly to a folio. Pick which one: typically the room nights go to the corporate folio, the breakfast goes with them. Confirm at check-in which auto-charges go where, then save. Mid-stay you can change routing for future nights but not retroactively without a credit note.

Step 3 — route the manual charges

When a POS order gets charged to the room, when the spa adds a service, when the receptionist adds a minibar item — each posting asks which folio. Train staff to default to the personal folio for incidentals and to ask the guest if unclear. "Charge to the room" is ambiguous when there are two folios on that room — be explicit.

Step 4 — at check-out

1. Review each folio with the guest. Show them the personal-folio total they're paying now.
2. Settle the personal folio (cash, card, or whatever the guest chose). Issue the personal invoice.
3. Issue the corporate / agency invoice. If on net-30, it goes into AR; if paid immediately by company, post the payment now.
4. Email the corporate invoice to AP per the contract (don't hand it to the guest unless they specifically ask).

Common patterns

Corporate + personal

Two folios. Folio 1: bill-to = company, contains room + breakfast. Folio 2: bill-to = guest, contains everything else (minibar, room service, spa, telephone, late check-out fee).

Business + leisure (5 nights, 3 business + 2 leisure)

Two folios. Folio 1: bill-to = company, route nights 1-3 (room + breakfast). Folio 2: bill-to = guest, route nights 4-5 + all incidentals across the stay.

Two travelers, one room, separate receipts

Two folios, both bill-to a guest profile (one per traveler). Split the room rate 50/50 across them. Each guest's incidentals route to their folio. At check-out, each gets their own invoice.

Tour operator covering a portion

Two folios. Folio 1: bill-to = tour operator, contains the portion they pre-paid (e.g. 3 nights at a contract rate). Folio 2: bill-to = guest, the remaining nights and any extras. The tour operator's invoice usually goes through AR per their net-X terms.