Guest deposits and shift handovers: keep the numbers clear.

A room can be occupied while its bill is still unpaid. A deposit can arrive today for a stay next week. Keep these events separate when running a small hotel or motel.

1. Separate the stay total from money received

The stay total is the amount charged for rooms and services. Payments received are actual money collected. The outstanding balance is what remains after payments and any adjustments. Do not add a deposit to the room charge: it is a payment towards it.

The $80 received is not an additional charge. Record each payment once and keep its date and payment method so a later shift can trace it.

2. Check the balance before checkout

1. Confirm dates, rate and additional services.
2. Review deposits, later payments and any refunds already recorded.
3. Resolve the remaining balance according to your property's policy.
4. Save the invoice or stay record and complete checkout.

If a guest leaves with an agreed balance outstanding, record the arrangement clearly. Do not mark money as received before it reaches you.

3. Hand over the cash drawer, not just the occupied rooms

Count physical cash separately from card and bank payments. A simple reconciliation is opening cash plus cash received, minus cash refunds and cash paid out. Compare that expected amount with the counted cash and explain differences.

• Cash counted and any difference to the recorded balance.
• Upcoming arrivals and deposits already received.
• Guests with unpaid balances or unresolved charges.
• Refunds, cancellations and maintenance issues to follow up.
• The outgoing and incoming staff members and handover time.

4. Put the routine into Room Manager

Create rooms and rates, record a reservation or stay, then record deposits and payments when received. Review balances and reports during reconciliation. Staff and shift tools are part of Business; check current benefits in the app. Follow the in-app guide for your version.

Back up records regularly using the tools available in your plan. Local-network sharing helps a paired team work together; it does not replace a separate backup.

Start with one sample stay. Check that the room charge, deposit and final payment match your existing records before moving daily operations into the app.

Explore Room Manager

This is an operational example, not accounting or tax advice. Apply your property's policies and local requirements.