Standard Front office Billing Instructions / Billing Codes

Billing or payment instructions are used to display the billing method of a reservation for the front desk staff, cashiers etc.. A clearly defined billing instruction will help both the front desk staff to do a correct settlement of the guest at the time of check out and to avoid any further disputes later on.

Nowadays all the PMS / Front office software have two separate fields to fill the billing instructions, one area to update the billing instruction for the guest, which is also printed on all stationary like guest invoice, registration card etc. And the second field for updating internal / cashier billing instruction eg: only cash settlement etc.

A Payment/billing instructions must be updated at the time of entering the reservation, For Example if the payment method cannot be confirmed or if payment is by any form other than credit card then the Status of the reservation should be changed to Tentative / Optional ( Depending upon hotel policy) and once payment has been made or credit card provide the Status can be updated to Confirmed.

Below are few sample standard Billing instruction shortcodes used in the reservation and front desk, Once the shortcodes are defined by the hotel management then all staff should strictly stick to the standard codes because billing instructions are printed on different guest forms and reports which are accessed by all hotel staffs.

Sample standard Hotel Billing Instruction codes: