Finance

Payments, folios & finance

One folio per stay, PCI-safe cards, a city ledger that ages properly, and a GL export that always balances.

Book a demo Explore the platform

At a glance

1Folio per stay, everything writes to it

0Card numbers stored on the server

4GL exports: journal, Xero, QuickBooks, TB

BalancedEvery journal entry, by construction

One itemised folio per stay
Folio windows with independent settlement
Route the room or any charge between windows
Tokenised card on file, full PANs refused
+ 14 more, all included

What it is

Hotel money goes wrong in the gaps between systems: the POS printout re-keyed at checkout, the deposit nobody logged, the company invoice that nobody chased. Orian closes the gaps by keeping one folio per stay that every module writes into, and by making the accounting output a consequence of operations rather than a monthly reconstruction. Cards are handled the way they should be, only a gateway token is stored, and a full card number is refused outright. The general ledger export produces balanced double-entry journals against a hotel chart of accounts, and it proves it balances with a trial balance you can read.

Cards handled properly

Orian stores a gateway token, the brand, the last four digits and the expiry, never a card number, and it rejects anything that looks like one. Pre-authorisation holds no money; capture posts a real payment to the folio, partial captures included.

A city ledger that ages

Billing a company writes a ledger debit against its credit limit, which is enforced at the point of billing. Outstanding balances age into 0,30, 31,60, 61,90 and 90-plus buckets on a FIFO basis, and the accounts-receivable view rolls it up.

Books that come out of the operation

Charges, payments, deposits, refunds, city-ledger settlements, event and service revenue all become journal lines against a real chart of accounts. Room revenue is split into net, service charge and VAT liability, and every entry balances internally so the whole export balances.

In detail

Everything finance does. Not a highlight reel.

The folio

One bill per stay, with everything on it.

Itemised chargesRoom, POS, minibar, services, add-ons and adjustments on one live bill.
Folio windowsSplit the bill so a company pays room and tax while the guest pays incidentals, each settling independently.
Route lines between windowsMove the room or an individual charge to another window; moves into a closed window are refused.
Payments, deposits and refundsRecorded against the folio, with refunds correctly reducing the paid amount.
Charge to companySettle a folio or a single window to a company profile, blocked over its credit limit.
Invoice and registration PDFsGenerated with net, service charge and VAT broken out.

Taking money

Tenders, holds and links, without touching card data.

Tokenised card on fileGateway token plus brand, last four and expiry; a full card number is refused.
Pre-authorisation holdsPlace a hold that moves no money, then capture in full or in part, or void to release.
Automatic check-in holdAn incidentals hold is placed at check-in when a card is on file, guarded against duplicates.
No-show chargingThe first night is charged to the card during the night audit's no-show sweep.
Payment linksThe guest confirms an amount on a public page; no card data ever reaches the server.
Split paymentsAny combination of tenders on one settlement.

Reporting and accounting

What the owner and the accountant ask for.

Automated night auditOccupancy, ADR, RevPAR and the revenue split, snapshotted per business date.
Manager report libraryDaily flash, pace with pickup, segmentation by source, and a forward forecast.
Tax configurationInclusive or exclusive, named service charge and VAT, split sequentially like the POS.
City ledger and AR agingCompany outstanding, credit available, FIFO aging buckets and a transaction log.
Escalating payment remindersGentle, firm then final, each minting a fresh payment link, human-triggered by design.
Balanced GL exportGeneral journal, Xero manual journals, QuickBooks journal entries and a trial balance, as CSV.

How it runs

A day with it, in four moves.

Money is committed

A booking is made and its deposit terms are snapshotted. If a card is on file, check-in places an incidentals hold, a hold, not a charge.

Charges accumulate

The room, the restaurant, the minibar, the spa and any add-ons all post to the folio as they happen, with tax split correctly on each.

The bill is settled

Card, cash, payment link, split tenders, or routed to a company on the city ledger against its credit limit. Refunds reduce the paid amount properly.

The books follow

The night audit closes the day, and the GL export turns the period into balanced journals with a trial balance that proves it.

Recorded in the product

This is the real screen.

A guest folio with POS and minibar charges landing on it, a split window, and settlement.

See it with your own rooms

orion.oriantec.com/dashboard/finance

Wired in, not bolted on

What happens elsewhere because of this.

Every module reads and writes the same data, so these are not integrations you configure, they are just what the system does.

With

Point of sale

Charge-to-room POS lines and house-account charges post here, with service charge and VAT already split.

Point of sale With

Front desk

Check-in holds, checkout settlement, folio splits and the night audit are the desk's daily contact with the ledger.

Front desk With

Revenue manager

ADR, RevPAR, pace and segmentation come from the same charges and payments, so pricing decisions use real revenue.

Revenue manager

All of it, included

18 things you do not buy separately.

There is no module list to price up and no add-on tier. Every hotel on Orian gets the whole platform.

See what it costs

One itemised folio per stay
Folio windows with independent settlement
Route the room or any charge between windows
Tokenised card on file, full PANs refused
Pre-authorisation, partial capture and void
Automatic incidentals hold at check-in
No-show first-night charging
PCI-safe payment links
Split payments across tenders
City ledger with FIFO aging buckets
Company credit limits enforced
Escalating payment reminders
Automated night audit with ADR and RevPAR
Manager reports: flash, pace, segmentation, forecast
Inclusive or exclusive tax configuration
Balanced GL export for Xero and QuickBooks
Trial balance and general journal CSV
Full audit trail on every money movement

Before you ask

Finance, answered.

Where are card numbers stored?

Nowhere. Orian stores the gateway's token plus the brand, last four digits, expiry and holder name, exactly what a client-side tokenisation returns, and the code rejects any value that looks like a full card number. Pre-authorisations and captures work against the token.

Does a pre-authorisation take the guest's money?

No. A pre-authorisation places a hold; no payment exists until you capture it, and captures can be partial. Voiding releases the hold. Because a capture posts a normal payment to the folio, it flows into your reports and GL export automatically.

Will the GL export actually balance?

Yes, by construction. Every entry is built internally balanced, a charge debits the guest ledger and credits revenue, a payment debits the tender and credits the guest ledger, and room revenue is split into net, service charge payable and VAT payable with the net as the balancing figure. The trial balance in the export proves total debits equal total credits.

Does Orian chase unpaid bills automatically?

It prepares the chase and leaves the send to you. The payment-reminders dashboard shows every account owing with its aging and next escalation stage, and sending is a deliberate human action, automatically messaging real guests about money is opt-in by design, not a cron job we switched on for you.

Something else on your mind? Ask us directly , a person answers.