The front desk

The GST number says who the company is

Type a guest's GSTIN on the card: the company is looked up, added to the CRM if it is new (pay at checkout, no credit), and the bill is made out to it.

A guest checks in, goes to the room, and later hands the desk a GST number — no company name, no other detail. The number is enough: a GSTIN is a public fact, and the same fifteen characters mean the same registered company at every hotel.

The GST number dialog on the booking card: the GSTIN, Look up, the registered name, and Put it on the bill.

Do this

On the booking card press GST number and type the GSTIN. It is checked as you type — a number that fails its checksum is said so.
Look up asks the GST portal for the registered name and address. If the hotel's lookup is not switched on, or the portal cannot be asked, the dialog says so and asks for the name instead.
Registered name — filled from the portal, or typed *exactly as it reads on the GST certificate* when the portal did not answer. A number with no name is refused: an invoice with no name cannot be claimed.
Put it on the bill. The company is found in this account by its GSTIN or opened — a branch named after its city, *settled at checkout*, no credit — and it appears in the CRM the same moment. The stay is put on the company and the open bill is made out to it. The guest's own record keeps the number and the name, so next time it is already there.

What changes and what does not

Nothing about the money. A pay-at-checkout company still pays at the desk; check-out still asks for the balance. What changes is whose name the tax invoice carries and that the CRM has seen the stay. A bill that is already closed is not re-addressed here — that is the administrator's door, with a reason. A bill on an OTA's account is not re-addressed either; the invoice already names the guest's company under the guest.

A cancelled registration is not refused — the dialog says the status, the company loses its input credit, and the hotel loses nothing. The rule is the owner's: refuse only for money.

A blank number clears it and takes the stay back off the company this very number put it on.

More in The front desk

Arrivals, in house, departuresThe day lists under Reports → Front office operations, and what the Rate and Payment mode columns mean. Checking a guest inRoom, identity, and the folio opens. What stops a check-in and what to do about it. Aadhaar, PAN, passport and Form CWhat identity the law wants, what the system checks, and where Form C is filed. Form C for foreign guestsRecording a passport and visa, raising the form, reading out what the portal asks for, and the register. The folioOne guest, one stay, every charge and payment on it — and what its balance means. Sending money backHow a refund is recorded, who may authorise one, and the four things that will stop you. Posting a chargePost a charge on the folio, choose what it is for, and it lands with your name on it. Early check-in and late check-out chargesWhat the hotel charges for a guest who arrives before check-in time or leaves after check-out time, who decides, and who can waive it. The guest who paid the OTABalance from the OTA is the stay; balance from the guest is zero. Collect nothing at the desk, and the invoice is still in the guest's name. A payment is trusted first, and verified afterA deposit recorded against a booking is paid from that moment. It also goes to the accountant, who confirms the money arrived or rejects it with a reason — and only then does it come off the bill. A date change inside the cancellation window is a question, and the policy's charge goes on the bill. A booking cancelled by mistake is put backA cancelled or no-show booking is found with Find and put back with one press and a reason. Before the night audit anybody at the desk can; once the audit has closed a night of the stay, the administrator can. The nights the audit passed over go on the bill. Taking a paymentTake a payment on the folio: method, amount, reference. It is the reference that saves you later. Splitting a payment across methodsOne settlement, several methods, checked against the folio as one movement. The registration card (GRC)Print it from the booking card. It carries the guest details, the stay, and the declaration they sign. Reprinting a registration cardReprints are allowed and counted. The second onwards is stamped COPY. Advances and depositsMoney taken before the charges exist, held against the stay and applied when they do. Correcting an invoice that has already been issuedDo not reopen the bill. Issue a credit note if the value falls, a debit note if it rises. The deadline for reclaiming tax on a credit noteTax may be adjusted until 30 November after the invoice financial year. After that, the money is credited and the tax is not. Voiding a posting, writing off a balanceNothing is deleted. A mistake is reversed with a reason, and both lines stay visible. Giving a discount on the billThe folio's fourth tab: a percentage or an amount off the whole bill, the room, the food, or one line — with the GST reduced to match, a reason, and a name on it. Checking out, and the tax invoiceSettle the folio, print the invoice, and the room goes dirty for housekeeping. Checking a company's GST registration before the invoiceThe panel on the Invoices tab lists the companies on your bills and bookings, and says when each GSTIN was last checked. Search for one that is not there yet. Splitting a stay across several invoicesRoom, food and spa on one bill or three — the guest decides, and you tick the lines. Waiving a small balance at check-outA guest owes ₹150 and has their bags in hand. The desk may forgive it up to the hotel's limit, with a reason and their name on it — the money is not taken out of the till. A guest who paid for more nights than they stayedAt check-out the bill may hold more than it owes. You are asked: keep it, or send it back — and the guest leaves either way. Proforma invoice — a bill before the stayWhat a company needs to raise a purchase order. Not a tax invoice, and it says so. The day book: opening, closing, expenses and the bankOne row per day of the month, cash opening to closing carried day to day, the bank receipts ticked when the bank shows them, and the till's expenses written where they happened. Undo a mistake the desk made todayThe administrator takes back the last thing done to a booking — check-out, check-in, cancellation, a charge — as long as the night audit has not closed the day. The administrator corrects any booking — and the log is the priceAn account administrator may correct a booking that is audited, in house, departed or billed: its dates, room, guests, rate or status. Every correction is recorded with login, time, machine and reason. Reopening a settled billA bill closed at zero or in credit is reopened only by an account administrator; then a charge can be voided, money refunded, and the bill closed again — every step with a name on it. Billing a company: the city ledgerA folio routed to a company instead of collected, and the ageing that follows it. Money owed and open balancesThe list that stops a hotel losing money quietly, and the red dot that counts it.