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You must decide on the payment policy. The most common practice is to take reservations without any specific provisions or advance payment requirements. The client pays upon arrival or during check-out. Such a policy relies heavily on the arrival of clients and does not secure the accommodation owner from last-minute cancellations and no-shows (No show stands for a case when a guest does not cancel his/her booking and simply does not arrive on the envisaged date, so the accommodation owner keeps the room and is in loss). In order to prevent such events resulting in the loss of revenue, some accommodation owners prefer to take only guaranteed reservations, which means that a room is considered booked only if advance payment is made. Payment in this case can be done in cash, by chequeby bank transfer or by a credit card. Guests with guaranteed reservations are usually charged for their rooms whether or not they arrive, though some accommodations might refund a portion or even the entire amount if cancellation is done for instance 2 weeks prior to the scheduled arrival.
If you decide in favour of non-guaranteed reservations, there is another option that allows to diminish the damage: a room can be kept until a specific time (e.g., 3 p.m.), and if the guest does not show up for check-in before this time, the room becomes available for walk-in tourists. In this case, you should inform your clients on your policy and the hour in advance, when they are making the booking.
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This kind of standard forms is convenient in use: its upper part can be sent to the client for confirmation of the booking, while the lower part is for internal use (basis for invoice).This booking confirmation form can be provided also in an Excel file.
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4.1.2. Reservations and Payment | E-Invoicing |
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