Invoicing - General:
- Invoicing occurs, at minimum, once every business day. Sometimes multiple times a day.
- There is not a set time of the day as HB Corporate Imports New Bookings, revisions, and pickups before starting the Invoicing process.
- Invoices are sent by email to the Sales Contact and Accounting contact, immediate release.
- Invoices are faxed to the Sales Contact.
- Invoices/Statements are time and date stamped in the booking A/R Comments.
- There is not a way to Stop or Suspend Invoicing except to close the booking.
NOTE: If property is Fast Pay, HB Accounting does not invoice the hotel property directly. They send Statements to the Fast Pay central processing center and copy the hotel property s so they are aware.
Invoices - Advance:
- Scheduled Invoicing begins immediately (next Invoice cycle) unless there are Brand/Hotel restrictions or if program is due to consume within 3 weeks of program entry into InForm; Advance Invoice will not be sent.
- Scheduled Invoicing proceeds thereafter every thirty days until the Advance is paid.
- Exception by Re-Invoice: HB Corporate can Re-Invoice (next invoice cycle) at any time. Re-Invoicing does not replace or interrupt the normal Invoicing Schedule. (So if HB Corporate re-Invoices today the next scheduled Invoice could go out tomorrow.)
NOTE: The Program must qualify as a group booking (10 rooms more than a certain amount days)
- Invoices - Final:
- Scheduled Invoicing begins 15 days after the program end date. (*This could be up to 21 days.)
- Scheduled Invoicing proceeds thereafter every thirty days until the commission is paid and booking closed.
- Partial Balance Due and Pickup Discrepancy amounts will still Invoice on schedule until the booking is closed.
- Exception by Re-Invoice: Corporate can Re-Invoice (next invoice cycle) at any time. Re-Invoicing does not replace or interrupt the normal Invoicing Schedule. (So if HB Corporate re-Invoices today the next scheduled Invoice could go out tomorrow.)
- Exception by Pickup: The initial entry of pickup immediately (next invoice cycle) sets the booking to send a Pickup Invoice. Pickup Invoices do not replace or interrupt the normal Invoicing Schedule unless the normal scheduled Invoice is on the same day as the Pickup Invoice. (So a pickup Invoice goes out today and the next scheduled invoice could go out tomorrow.)
Statements:
- Scheduled Statements are sent out Monthly reflecting a Summary of the total number of bookings that are being invoiced to the Hotel: Advance and Final.
- Statements are sent by Fax only.