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How to book a guest and make the hotel bill

For small hotels, lodges and guest houses: one record per stay. It is the booking card first and becomes the bill at check-out.

Step by step

1. Your hotel once. Name, address, phone, GSTIN, UPI ID.
2. Add rooms. Press Rooms. Type the room number, type and price per night, then Save. Do this once for every room.
3. Book the guest. Type the guest name and phone, the check-in and check-out dates, then type or pick the room number. The price fills in. Use + Add a room for more rooms on the same stay.
4. Registration details. Open Registration card details for ID type and number, nationality, coming from and purpose. Print the card (two copies: guest and hotel) and get the signature.
5. Check in. Change the Stay status to Checked in and save.
6. Add charges. Food, laundry or an extra bed go under Food, laundry and other charges, each with its own GST rate.
7. Check out. Press Check out and make the bill. The record prints as the bill with GST per room. Mark it paid, or leave the balance, then save.

Worked example

Two nights, room 501 at ₹9,000 (18%) and room 101 at ₹2,500 (5%), dinner for 2 at ₹300 each (5%). Taxable ₹23,600, GST ₹3,520, total ₹27,120. With ₹5,000 advance the bill shows ₹22,120 still to collect.

Common mistakes and how to fix them

• Check-out date before check-in. The dates are checked when you save: check-out can be the same day (one night) or later, never before.
• Saving over a double booking. A warning names the guest and dates that already hold the room. Change the room or the dates unless the earlier booking is cancelled.
• Guest never came. Set the stay to Cancelled; it leaves the diary and the books.

Questions

Does the bill count in my accounts?

Yes. A stay printed as a bill is a sale in the Nivesh Sahayak App. A booking card and a cancelled stay are not.

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