Hotel corporate account statement template
Hotel corporate account statement template: guest folios and meeting charges transferred to a company account, payments received and the balance due.
Templates by industry
- Folio 88214: 3 nights, sales team
- Folio 88251: meeting room and lunch
- Payment received for folio 88214
- Folio 88309: 2 nights, conference guest
Preparation guide
Example workflow
Collect the period's documents
Example: list "Folio 88214: 3 nights, sales team" and every other invoice, receipt and credit note for the customer in the period, oldest first.
Check the running balance
Confirm the balance after each line, including "Folio 88309: 2 nights, conference guest", matches your accounts for this customer.
Send and follow up
Send the statement with the balance due and payment terms, then follow up on invoices past due.
When a company’s staff and visitors check out without paying because their bills go to the company, the hotel transfers each folio to a corporate account, often called the city ledger. Over a month that account collects stays, meeting rooms and lunches from different departments. A statement lists every folio by number, with the guest or event and the dates, so the company’s travel or accounts team can match each one to its own bookings and approve the payment.
Fields to prepare
- Deliverables and line items
- Folio 88214: 3 nights, sales team, Folio 88251: meeting room and lunch, Payment received for folio 88214, Folio 88309: 2 nights, conference guest: list each invoice, payment and credit by date, with its document number.
- Folio 88214: 3 nights, sales team
- Give the folio number, the guest’s name as booked and the arrival and departure dates; travel teams match on all three.
- Folio 88251: meeting room and lunch
- For meetings, name the event and the date rather than the guests; the organiser’s department pays for it.
- Payment received for folio 88214
- Record payments against the folios they settle, because companies often pay folio by folio as each is approved.
- Folio 88309: 2 nights, conference guest
- A stay that ended this week can be on the statement but is not due until the terms say so.
- Period and balance brought forward
- Give the statement date and the period it covers, and carry over the balance from the previous statement.
- Charges and payments
- Enter each invoice under charges and each payment or credit note under payments and credits, at the amount on the document itself. "Add from my documents" copies those amounts from your saved documents for this customer.
- Scope to agree
- List each folio transferred to the company account with its number, the guest or event and the dates, and give the company’s order or booking reference where it uses one.
Before sending
- Does “Folio 88214: 3 nights, sales team” carry the number and amount of the document it comes from?
- Has every payment for “Folio 88251: meeting room and lunch” been entered on the day it arrived?
- Would the customer find “Payment received for folio 88214” in their own ledger at the same amount?
Show 4 more
- Does “Folio 88309: 2 nights, conference guest” carry the number and amount of the document it comes from?
- Check the statement period, the balance brought forward and that every payment received is listed.
- List each invoice once, at the total it was issued for, and each credit note with the payments.
- Say how the customer can pay the balance due, and quote the numbers of any invoices past due.
Worked example with sample figures
The entries below are invented to show how the balance runs: 4 entries in USD over a period of 35 days.
- 34 days before the statement date: Folio 88214: 3 nights, sales team, charged $642.00; balance $642.00
- 26 days before the statement date: Folio 88251: meeting room and lunch, charged $1,180.00; balance $1,822.00
- 12 days before the statement date: Payment received for folio 88214, paid $642.00; balance $1,180.00
- 5 days before the statement date: Folio 88309: 2 nights, conference guest, charged $418.00; balance $1,598.00
Balance due at the end of the period: $1,598.00.
What the document must show
These details make a statement of account easier to approve and to file.
- Your company name and address
- The customer's name
- Statement date and period
- Balance brought forward
- Each invoice, payment and credit with date and number
- Running balance and balance due
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward.
Frequently asked questions
Should the guest’s personal extras go on the company account?
Only if the company agreed to pay them. Many companies cover room and breakfast but not the minibar or private calls; settle those with the guest at checkout so they never reach the corporate account.
The company disputes one folio. What then?
Mark it as queried and show the undisputed balance separately, so the other folios are paid on time. Send a copy of the folio with the guest’s registration card if the company asks for proof.
How is the balance on this statement worked out?
A statement adds no tax of its own: each line carries an invoice, a payment or a credit at the amount on that document, and the balance runs on from the balance brought forward. In the worked example above the entries end at a balance of $1,598.00.
What is the difference between a statement and an invoice?
An invoice asks for payment for one sale. A statement lists invoices, payments and credits over a period and shows what is still owed; it does not replace the invoices.
How is the document numbered?
QuoteBill gives each new document a unique number of its own. A member can switch to numbers in sequence in settings, such as STM-2026-0001: one sequence for each kind of document, starting again every calendar year. A number you type yourself is kept as it is.
Read next
Reading for the Hotel corporate account statement template: Unpaid invoice: follow-ups, part payments and statements and Quote, proforma, invoice, receipt, credit note: which to use. For an account that is overdue, the Payment reminder template is the next step.