Guest Payments
Manage and track all guest payment transactions
KPI Stats Row
Four summary cards at the top give you an instant financial overview. These update in real time as payments are recorded or modified.
Total Revenue
The sum of all transactions marked as 'Paid'. The subtext shows the total number of paid invoices. A trend percentage compares this period's revenue against the previous period — positive growth appears in green, negative in red.
Pending Amount
The total outstanding balance from all unpaid invoices. The subtext shows how many invoices are still pending. Monitor this number closely — a rising pending amount may indicate collection issues or delayed checkout billing.
Today's Collections
Revenue collected today only. The subtext shows the number of transactions processed today. The trend compares today's collections to the same day last week, helping you gauge whether collection activity is on track.
Refunds
Total value of all refunded transactions. The subtext shows the refund count. Keep this metric low — frequent or large refunds may signal service issues, billing errors, or cancellation problems that need management attention.
Recording Payments
Use the 'Record Payment' button in the top-right corner to log new guest payments. A modal form collects all necessary transaction details.
Opening the Form
Click the 'Record Payment' button to open the payment recording modal. The form is designed for quick entry so front-desk or billing staff can process payments efficiently during checkout or mid-stay charges.
Form Fields
Enter the guest name, room number, invoice number (auto-generated or manual), payment amount in INR, payment method (Cash, Card, UPI, Bank Transfer, or Wallet), and optional notes for any special circumstances like partial payments or split billing.
After Submission
Once confirmed, the new payment appears at the top of the payment data table with a 'Paid' status. All KPI stats update immediately to reflect the new transaction. The activity trail also logs a payment event automatically.
Filtering & Search
Powerful filtering options help you find specific transactions quickly, even across thousands of records.
Text Search
The search bar matches against guest name, room number, and invoice number simultaneously. Start typing and results filter in real time. For example, typing '204' will show all payments for Room 204 as well as any invoice numbers containing '204'.
Status Filter
Filter by payment status: 'Paid' (completed transactions), 'Pending' (awaiting payment), 'Refunded' (reversed transactions), or 'Overdue' (past due date without payment). Use 'Overdue' to quickly identify guests who need follow-up.
Payment Method Filter
Narrow results by how the guest paid: Cash, Card, UPI, Bank Transfer, or Wallet. This is useful for end-of-day reconciliation — for example, filter by 'Cash' to match against your physical cash drawer count.
Date Range Filter
Select a start and end date to view transactions within a specific period. Useful for generating daily, weekly, or monthly revenue summaries and for audit purposes.
Payment Data Table
The main table displays all payment records with sortable columns and pagination for easy navigation.
Invoice Number
A unique identifier for each transaction (e.g. INV-001). Click the column header to sort alphabetically. This number is used for receipt generation and cross-referencing with accounting systems.
Guest Name & Room
Shows the guest's full name and their assigned room number. Sorting by guest name groups all transactions for the same guest together, making it easy to review a guest's complete billing history.
Amount
The transaction amount displayed in Indian Rupees (₹) with proper formatting (e.g. ₹12,500). Sort by amount to quickly find the largest or smallest transactions.
Payment Method
Indicates how the payment was made — Cash, Card, UPI, Bank Transfer, or Wallet. Each method displays with a distinct label for quick visual identification.
Status Badge
Color-coded status: green for 'Paid', amber/yellow for 'Pending', red for 'Overdue', and gray for 'Refunded'. The color coding lets you scan the table quickly and spot items needing attention.
Date & Time
The timestamp when the transaction was recorded, shown in a human-readable format. Sort by date to view the most recent or oldest transactions first.
Pagination
The table displays 10 records per page. Use the pagination controls at the bottom to navigate between pages. The current page and total page count are displayed so you always know your position in the dataset.
Actions
Each payment row includes action buttons for viewing details and generating receipts.
View Details
Click the eye icon to open a detailed view of the payment. This shows all recorded information including guest details, room number, full amount breakdown, payment method, transaction date, status, and any staff notes. Use this for verification or when a guest requests billing information.
Download Receipt
Click the file/download icon to generate a receipt PDF for the transaction. The receipt includes the hotel name, invoice number, guest details, itemized charges, payment method, date, and total amount. Hand this to guests at checkout or email it for their records.