3 Types Of Front Office Ledger In Hotels

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Types Of Front Office Ledger In Hotels

Introduction: What is a front office ledger in hotels?

The front office ledger is a summary form of information gathered from front office account folios. This information is used to manage the income and expenditure of any given hotel. The front office ledger is a copy of all the folios that are kept in a hotel front office.

In hotels, front office ledgers are used to keep track of various financial transactions and guest-related information. There are several types of front office ledgers commonly used in hotels. Here are three main types:

How is the front office ledger used in hotels?

The front office ledger is used to ensure that the hotel’s income and expenditure are balanced. The front office ledger is usually maintained by a clerk/office manager. This person is also responsible for managing the folios of all incoming and outgoing guests.

The front office ledger is a summary form of information gathered from front office account folios. This information is used to manage the income and expenditure of any given hotel. The front office ledger is a copy of all the folios that are kept in a hotel front office.

Types of Front Office Ledger Accounts in hotels:

There are three types of ledger accounts used in hotel front office accounting;

  1. The Guest Ledger
  2.  The Advance or Deposit Ledger
  3.  The City Ledger / Accounts Receivable (AR) Ledger

1. The Guest Ledger, which is maintained at the front desk, consists of all of the charges made by guests registered in the hotel. Information contained in this ledger is from the accounts receivable ledger (money owed to the hotel), which comprises the guest ledger (also known as transient ledger, front office ledger, or rooms ledger)

2. Deposit Ledger – All deposits that have been collected for future reservations are kept on the deposit ledger. On the date of arrival after completing the Check-in the amount from the deposit ledger is transferred or moved to the Guest Ledger.

3. The City Ledger (also known as non-guest ledger). The guest ledger contains account information on guests who are registered at the hotel. The city ledger contains account information on non-guests who have charge privileges. The incoming and outgoing cash statements are used to monitor (or track) all the money coming into and going out of the hotel.

During the cashier’s shift, folios charged to the city ledger are filed by order of room number; other charges are filed by origin, such as a coffee shop, gift shop, or banquet. Before a check is charged to the city ledger, the cashier should verify the calculations and tip computation, and be certain that it has been signed.

Occasionally the cashier is requested to transfer an amount from one guest account to another. Transfers also may occur between the guest ledger and the city ledger. In such cases, the cashier must fill out a charge credit slip with the amount, the name of the person being charged, and the name of the person being credited. This voucher must be validated for both transactions.

What are the benefits of a front office ledger in hotels?

A front office ledger system can provide several benefits to a hotel. Among these are increased revenue due to accurate records and reduced fraud and theft. Accuracy is important because guests pay for services received, not services rendered; therefore, the amount billed needs to be accurate.

Additionally, accurate records are important because they allow the hotel to charge guests correctly. The front office ledger also allows staff who handle guest checks to know how much money is owed them at any given time. The use of a front office ledger system can also help the hotel with inventory control.

The ledger system makes it easier for staff to manage the guest list, as well as the amount of time guests stay in the hotel. The ledger system also allows housekeeping staff to calculate room rates based on booked times.


Summary of Types of Ledgers Used in Hotel Operations:

  1. Guest Ledger:
    • The Guest Ledger, also known as the Folio, is one of the most crucial ledgers in a hotel. It maintains a record of all financial transactions related to individual guests during their stay.
    • This ledger includes charges for room rates, additional services (such as room service, laundry, or telephone usage), and payments made by the guest.
    • It provides a detailed breakdown of the guest’s account, allowing both the hotel staff and the guest to review and verify charges.
  2. City Ledger:
    • The City Ledger is used to record transactions with entities other than individual guests. This ledger is primarily for corporate clients, travel agencies, or other organizations that may have an established credit relationship with the hotel.
    • Transactions in the City Ledger include billing arrangements, credit limits, and payments made by the third-party entities.
    • It helps the hotel keep track of outstanding payments and credit limits for different city ledger accounts.
  3. Advance Ledger:
    • The Advance Ledger, also known as the Deposit Ledger, is used to record any advance payments made by guests before their actual stay.
    • This ledger is essential for tracking prepayments, ensuring that the correct amount is applied to the guest’s account during their stay.
    • Advance payments could be made for room reservations, special packages, or any other pre-booked services.

Conclusion: The biggest benefit of using a front office ledger is that it allows the team to directly link their transactions with the financial impact they have on the hotel operations. The front office ledger can provide a clear picture of how much revenue the organization is generating and how much revenue is being spent.

These ledgers collectively provide the hotel management with a comprehensive overview of financial transactions, allowing them to maintain accurate accounting records, provide detailed billing information, and manage credit relationships with different entities. The use of these ledgers is crucial for effective financial management and guest service in the hospitality industry.


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