A check-out is the invoice at the end of the stay. The hotel creates it for a confirmed reservation and sends it to the guest, and the guest sees it in their guest area and can download it there. The menu path is Reservations, tab “Check-outs”.
Example: Send the invoice for a departure today
A guest is leaving today. The hotel sends them the invoice so that they find it in the guest area.
Open the tab. Under Reservations, the “Check-outs” tab shows the confirmed reservations with departure today and tomorrow.
Choose the reservation. Clicking the row of the reservation for which no check-out exists yet opens the “New Check Out” form.
Enter the amount. Enter the amount of the invoice in “Invoice amount (total)”. “Amount from proposal” takes it from the offer. “Amount to be paid” shows what is still open after deducting the deposit.
Write the text. Enter the message to the guest in “Text”, at least 20 characters.
Send. “Activate and send” sends the check-out to the guest by e-mail.
Result. In their guest area the guest finds “Your invoice” with “Your stay from … to …”, “Already paid amount”, “Total sum” and “Download”. Clicking the reservation's row on the “Check-outs” tab now opens the “Check out” page.
The pages in detail
Tab “Check-outs”
The tab shows the confirmed reservations whose departure lies in the period of the “Departure day” filter. The default is today and tomorrow. The selection next to it filters the list by the state of the payment, for example “not requested”, “Waiting for payment”, “Successful payment”, “Annulled payment” or “Payment on site”.
Clicking the row of a reservation for which no check-out exists yet opens “New Check Out”. If one already exists, the same click opens the “Check out” page.
“New Check Out”
The form creates the check-out. Enter the amount of the invoice in “Invoice amount (total)”. “Amount from proposal” takes it from the offer. If a hotel software system is connected, “Amount from <hotel software>” takes it from there.
“Detailed list for additional services” switches on a detailed view in which the additional services the guest has used are entered one by one. Their sum is shown under “Sum additional services” and is added to the “Amount to be paid”. In the detailed view, the amount field is called “Total amount of stay”. “Quick entry” switches back to entering only one total amount, as long as no additional service has been entered yet.
If a connected system has transmitted invoice amounts for the reservation, the form shows them as “Food & beverages sum”, “Extras sum” and “Total”.
“Add attachment...” attaches files. The “Text” to the guest needs at least 20 characters. “Activate and send” creates the check-out and sends it to the guest by e-mail or WhatsApp, “Activate without message” creates it without sending the guest anything.
If the departure was more than the set number of days ago, a check-out can no longer be created. The form then shows “The check-out has expired and cannot be created”.
“Check out”
The page shows a created check-out with “Invoice amount (total)”, “Already paid amount”, “Amount to be paid”, “Attachments” and the “Online Payment” table. Above it, it says when and by whom the check-out was created.
As long as the check-out is open, “Send” sends it to the guest by e-mail or WhatsApp after a confirmation prompt; if there has already been a message for this check-out, the button is called “Resend”. “Edit” makes the details editable again, and “End edit mode” returns to the view.
If the guest has paid at the reception, “Paid on site” opens a confirmation prompt. In this confirmation prompt, “Change payment status” sets the state of the payment to “Payment on site”, and “Paid on site” disappears.
Guest area, “Online check-out”
In the guest area, the guest sees “Your invoice” with “Your stay from … to …”, “Already paid amount” and “Total sum”. “Download” downloads the invoice.
With online payment, the guest can pay the invoice online there if “Use for invoice” is switched on for a payment provider. After the payment, the state changes to “Successful payment”, with some payment providers first to “Open settlement”. Anyone who has subscribed to notifications about check-out payments receives a notification about it.
Prerequisites
‘Check-out’ belongs to the licence module Offers. With Guest Management, the “Check-outs” tab and the whole check-out are added. With Marketplace › Online payment, payment of the check-out in the guest area is added.
If the module is licensed, access to it is enabled for specific users through their role. Roles are managed by ReGuest support.
Frequently asked questions
Why is the “Check-outs” tab missing? It only appears with the licence module Guest Management. ReGuest support can tell you whether Guest Management is set up for the hotel.
Why can the guest not pay the check-out online? Online payment is not active, or “Use for invoice” is not switched on for any payment provider. ReGuest support can tell you whether online payment is set up for the hotel.
How is a payment at the reception recorded? On the “Check out” page, “Paid on site” sets the state of the payment to “Payment on site” after a confirmation prompt.
As of: 2026-10-23.