Accounting and reports

The Accounting group in the menu has Invoices (see Invoicing), Accounting reports, Sync Failures, Accounting Sync, City Ledger and, if the organization has property owners, Owner Statements. You see it with permission to view accounting; the Accountant role has it, and so do Owner and Admin.

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Accounting reports

The page is called Accounting Dashboard (“Monitor accounting synchronization and its daily runs”). It is not a report builder: it shows how the syncs are going.

• Total Syncs (7d), Success Rate, Failed Syncs and the Accounting Sync card (the time and Next run, or Disabled — “Configure in settings”);
• the Sync Breakdown tab: Syncs by Type and Failures by Severity;
• the Recent Activity tab: the last 10 syncs and View all, which opens Sync history, filtered by status, type and provider. A booking’s failed sync has Re-push.

The types are Booking confirmed, Booking cancelled, Checkout completed, Payment received, Daily Sync and Manual; the statuses Pending, Syncing, Synced, Failed, Skipped, Retrying, Resolved and Ignored.

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Sync Failures

An alert on the dashboard (”… sync failures require manual intervention.”) leads here. The filters: status, Severity (Critical, High, Medium, Low) and Manual Intervention. On each failure:

• Retry — sends it again;
• Resolve → Mark as Resolved, with mandatory Resolution Notes (“entered by hand in the software”, for example).

Gridbeds retries on its own: each send three times (after 30 seconds, 5 minutes and 30 minutes), and every 30 minutes it picks up payments, check-outs and cancellations that failed in the last 24 hours, up to three times.

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Accounting Sync

Accounting Sync (“Sends a day’s checkouts, payments and revenue to your accounting system”) is a module of your subscription. The page shows the Schedule (status, Sync Time, Next Run), the last 30 days’ statistics and Recent Reports — the last 10 runs, with Export CSV (the file holds exactly the runs shown). Run Accounting Sync (with permission to manage accounting) → Manual Run: pick a past day, or leave it empty for today. A day already synced does not run a second time. The time and the automatic start are set in Settings → Accounting, on the Automation tab.

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City Ledger

City Ledger (“Outstanding invoices billed to companies on account, with aging.”) shows, per company, the Outstanding amount split by age: Current, 1–30d, 31–60d, 61–90d, 90d+, and the Over limit badge. Only invoices billed to a billable party come here — folios routed to a company and group master folios — not ordinary guest invoices. Companies are added in Settings → Billable parties, or with Add new party wherever a payer is chosen. The form asks for the company’s Country first, and does not save a party without one: every invoice to the company names its country, and Gridbeds never assumes it. Choose it from the list, where your own countries come first. For a company in Italy the form also checks what SDI checks: the partita IVA’s check digit and a postal code (CAP) of exactly 5 digits (see FatturaPA). With a Romanian CUI, Look up in ANAF fills in the company. For a company elsewhere in the EU, set its Country, type its VAT number and click Look up in VIES: Gridbeds fills in the name, street, city and postal code the European register publishes, and offers the party you already have if the number is on file. Some countries (Germany and Spain, for example) only confirm that the number is valid and publish nothing else, and VIES is sometimes not answering for a country: then type the details in, the party saves the same way. If VIES says the number is not valid, check the number and the country. If lookups (ANAF or VIES) are not switched on for your organization, the form says so: type the details in, the party saves the same way. Clicking a company opens Open invoices:

• Credit exposure, Credit limit (or No limit) and Available; the limit is set on the party, in Settings → Billable parties;
• Send reminder — an email to the company with the overdue invoices (the company needs an email address);
• Download statement — a PDF, not a fiscal document;
• Record payment: Amount, Currency, Method (Bank transfer, Cash, Card, Other) → Record. The payment is “allocated automatically across open invoices, oldest first”; anything left over becomes on-account credit.

Payment reminders also go out on their own, every morning at 08:00, firmer as the delay grows. Recording payments and reminders need permission to manage accounting.

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Owner statements

For those who manage other people’s properties. Owners are set up in Settings → Property owners (New owner: identity, tax and bank details, contract and commission — Mandate or Sublease, commission on accommodation, on accommodation and cleaning or on the whole booking — and the owner portal). All of it is part of the subscription’s Property Owners module and needs the Property owners right. Owner Statements (“monthly statements per owner: bookings, commissions, expenses and the net amount due”) has three tabs:

• Owner statements: Generate statement (owner and period). A statement is Draft, Published, Paid or Partially paid, with the gross, commission, expenses, net payable and outstanding columns. On a statement: Publish (the owner gets it by email, as a PDF), Regenerate, Delete draft, Invoice the commission, Download PDF, then Record payout or Reverse a payout, with a reason;
• Owner expenses: Add expense, with the option to charge it to the owner on the statement;
• Owner balances: payouts and adjustments outside a statement.

On the 1st of every month, at 05:30, Gridbeds drafts last month’s statements for owners under a mandate who had activity. Only a draft can be changed, and the commission is invoiced after publishing. What it means in Romania for the owner to be the invoice issuer (mandate, art. 319) is in Accounting software. The dashboard, its indicators and guest analytics are in Analytics.