What is a Payment Report?
Payment Report = Money Received Tracking
A report showing all payments collected - cash, cards, UPI, bank transfers - and how they reconcile with your revenue. Ensures every rupee earned is actually collected.
Why Payment Reports Matter
- Revenue leakage: Catch missing payments before they become losses
- Cash management: Know exactly how much cash you have
- Reconciliation: Match payments with bookings and invoices
- Fraud prevention: Detect unauthorized transactions
- Bank reconciliation: Match deposits with bank statements
- Tax compliance: Accurate records for GST and income tax
Types of Hotel Payments
Cash Payments
Physical currency collected at front desk, restaurant, or other outlets.
- Must be counted and deposited daily
- Highest risk of theft or mishandling
- Needs proper shift handover
- ₹2 lakh limit per transaction (Income Tax)
Card Payments (Credit/Debit)
Payments via EDC/POS machine. Settled by bank in 1-2 working days.
- MDR (Merchant Discount Rate): 0.5-2% deducted
- Must reconcile with bank settlements
- Keep all chargeslips for disputes
- Batch settlement at night audit
UPI & Digital Wallets
PhonePe, Google Pay, Paytm, etc. Instant transfer to bank account.
- Usually no MDR (government policy)
- Instant settlement
- Keep screenshot/notification as proof
- Most popular with Indian guests
Bank Transfers (NEFT/RTGS)
Direct bank transfers, usually for corporate bookings and advances.
- For large payments and corporate accounts
- May take time to reflect
- Clear reference needed for matching
OTA Settlements
Payments from MakeMyTrip, Booking.com, Goibibo, etc.
- Received after commission, TDS, TCS deduction
- Settlement cycle varies (weekly/fortnightly)
- Must reconcile with booking-wise details
- Use our Commission Calculator to verify
City Ledger (Corporate Billing)
Bills sent to companies for payment later (credit sales).
- Payment after 15-30-45 days
- Need to track aging of receivables
- Follow up required for collection
- Bad debt risk if not managed
Sample Daily Payment Report
DAILY PAYMENT REPORT - 06 Feb 2026
FRONT DESK COLLECTIONS
Cash₹28,500
Credit Card₹45,200
Debit Card₹12,800
UPI₹35,600
Bank Transfer₹15,000
Subtotal₹1,37,100
F&B OUTLET COLLECTIONS
Cash₹8,200
Card₹12,400
UPI₹6,800
Room Charge Posting₹15,500
Subtotal₹42,900
OTA SETTLEMENTS RECEIVED
MakeMyTrip₹85,600
Goibibo₹32,400
Subtotal₹1,18,000
CITY LEDGER RECEIVED
ABC Corp (Inv #1205)₹45,000
Subtotal₹45,000
SUMMARY
TOTAL COLLECTIONS₹3,43,000
Cash to Deposit₹36,700
Card to Settle (T+1)₹70,400
Payment Reconciliation Process
Daily Reconciliation (Night Audit)
- Count physical cash in drawer
- Match with cash transactions in PMS
- Close card batch on EDC machine
- Verify card amount matches PMS
- Check UPI receipts against PMS entries
- Investigate any discrepancies
- Prepare cash deposit for bank
Bank Reconciliation (Weekly/Monthly)
- Match bank statement with payment records
- Verify card settlements received
- Check OTA settlements against expected amounts
- Identify any missing or wrong deposits
- Follow up on outstanding city ledger
Golden Rule: Every rupee shown as revenue in your PMS should eventually appear in your bank account. If revenue is ₹10 lakh and collections are ₹9 lakh, you have ₹1 lakh problem to solve.
Common Payment Issues
| Issue | Solution |
|---|---|
| Cash shortage at shift end | Recount, check for unposted transactions, review void/refunds |
| Card settlement doesn't match | Compare batch total with PMS, check for partial payments |
| OTA payment less than expected | Verify commission %, check for hotel-funded discounts, TDS/TCS |
| Corporate not paying | Follow up, send reminders, consider credit limit reduction |
| UPI payment not received | Check account, ask guest for screenshot, verify bank |
| Guest disputes charge | Keep signed registration, show itemized bill |
Payment Controls
- Separate cash drawers: Each cashier has own drawer
- Shift handover: Count cash at every shift change
- Daily deposits: Deposit cash daily, don't accumulate
- Void approvals: Manager must approve voids/refunds
- Audit trail: PMS should log all transactions with user ID
- Segregation: Person collecting shouldn't be person reconciling
Pro Tip: Encourage digital payments (UPI, cards). They're automatically recorded, reduce cash handling risk, and make reconciliation easier. Many guests prefer digital anyway.
Key Reports to Generate
| Report | Frequency | Purpose |
|---|---|---|
| Cashier Report | Every shift | Shift-wise collections by payment mode |
| Payment Summary | Daily | All collections for the day |
| Accounts Receivable Aging | Weekly | Outstanding city ledger by age |
| OTA Settlement Tracker | Weekly | Expected vs received from each OTA |
| Bank Reconciliation | Monthly | Match books with bank statement |
Warning: Never allow IOU or personal borrowing from cash drawer. This is how theft starts. All cash out must be documented as paid-out with approval.
Free Service
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Get Your Free OTA AuditRelated Tools & Guides
OTA Commission Calculator
What you actually keep after MMT, Goibibo and Booking.com fees
Revenue & Profit Estimator
Calculate your net revenue and profit margin per room night
TDS & TCS on OTAs
Tax deducted on your OTA payouts, explained
Night Audit Guide
The daily close that reconciles every folio and payment
Frequently Asked Questions
What is a hotel payment report?
A hotel payment report is a daily or periodic summary of all payments received: cash, card, UPI, bank transfer, and OTA prepayments. It shows total collections by payment mode, reconciles payments against charges billed, and highlights any discrepancies. It is used by the accounts team to close the cash register and reconcile end-of-day revenue.
How do hotels reconcile OTA payments?
OTAs typically pay hotels monthly or bi-weekly via bank transfer, after deducting their commission and any TCS. To reconcile, hotels match each OTA payout against the booking reports showing which reservations were included, the gross booking value, commission deducted, TCS deducted, and net payout. Discrepancies are raised directly with the OTA's partner support team.
What payment modes should hotels accept?
Indian hotels should accept: (1) Cash: still common for walk-ins and local guests, (2) Credit/Debit cards: essential for urban and business travellers, (3) UPI (Google Pay, PhonePe, Paytm). Now the most popular digital payment method in India, (4) Bank transfer/NEFT: used by corporate clients, (5) OTA prepayment: for guests who pay the OTA at booking. Most hotel PMS systems support all these modes.
What is a folio in hotel payments?
A hotel folio is the running bill for an individual guest's stay. It accumulates all charges: room rate, meals, room service, minibar, laundry, and records all payments made. At checkout, the folio is settled (paid in full) and a tax invoice (GST-compliant bill) is issued to the guest. PMS software manages folios automatically, posting charges throughout the stay.