Overview

By using the Corporate Contract feature, you can create corporate reservations, issue invoices for corporate clients for a specified period, and manage payment status (received payments).

This section explains how to:

Add and manage corporate contracts
Issue and manage corporate invoices
Create applicable reservations

To use this feature, a subscription to AirHost HMS ONE (Premium Plan) is required.

Detail

Addition of corporate contract

How to Access

Click Admin Console > CRM > Companies.

Screen Overview

ID	ID
Company Name	Company Name
Country	Country name
Address	Address
Contact	The name of the representative registered as contact information in the company information (Last Name, First Name)
Contact Phone	The phone number registered as a contact number in the company information.
Contact E-mail	The email address registered as a contact in the company information.
Action	View Details > Go to Corporate Details Page
Add a Company Member Profile.	It is possible to add new companies.

Add New Company Member Profile (add a new company/corporation)

[Add a new company member profile] > Fill in each field > [Save]

Company Name	Company Name It is displayed in many places, such as hotel reservations and invoice names.
VAT/TAX ID	Tax identification number It is primarily allocated to corporations and businesses and is used for invoicing and tax processing. (It is often required for invoices for overseas guests and corporate clients.) VAT: Value Added Tax (mainly in Europe, etc.) TAX ID: Tax identification number (corporate identification number, etc.) of each country
Country/Region	Country where the company is located
Address	Company address
Discount	Hotel booking discounts
Memo	Internal Memo
First Name	Company contact person's name
Last Name	Company contact person's name
Display Name	This will be reflected as the name displayed during check-in. This will be reflected as the contact name on corporate invoices. *If the display name is left blank, the last name + first name will be displayed.
Phone Number	Company contact phone number
Email	Company contact email address Corporate Invoices > Invoice recipient when clicking [Send Email]
Language	Reflected in the Preferred Language for Reservations Also reflected in the language of the email content when clicking [Send Email] under Corporate Invoice.

Please refer to the following video for instructions:

Corporate invoices

What is a Corporate Invoice?

A corporate invoice is an invoice that summarizes accommodation charges for reservations linked to a company.
(Since it is tied to the breakdown recorded in each reservation, it may also include non-accommodation charges such as POS expenses.)
It is useful when you want to bill the company instead of individual guests for corporate-related stays.
Please note that issued invoices must be sent to the billing party by yourself.
Even if different guests are associated with each reservation, invoices can be consolidated under a single company.
Invoices can be generated for a specified period.
For reservations within the same property, they can be combined into a single invoice.
However, even if the billing company is the same, reservations across different properties must be issued as separate invoices per property.

1. Creating a Corporate Reservation

A reservation will be included in the invoice when any of the following settings are applied:

① Manual Reservation Creation

Select “Link to an existing business” under [How would you like to manage this guest information?]
Then select the company under [Select a company from CRM]

② From Booking Details

Go to [Booking Details] > [Booking Info] > [⋯] > [Add to CRM]
Select [Link to Company]
Choose a company under [Select a company from CRM]
Click [Save]

For instructions on specifying a corporate contract when creating a reservation (①), please refer to the following video:

2. Issue a Corporate Invoice

Go to [Admin Console] > [Accounting] > [Company Invoices] > [Generate Invoice], select the required fields, and click [Save].

Screen Description

Generate Invoice	Company Select from companies created in Admin Console > Accounting > Company Invoices Property Select from the property list Discount Select from 0% to 100% Date Range Select from the calendar
Filter	Company Select one company from those created in Admin Console > CRM > Corporate Contracts Status Select from: Paid / Unpaid / Invalid (multiple selection allowed) To remove filter settings: Click [Reset All] and then [Save], or Hover over each item, click the [✖] icon, then click [Save]
Invoice Period	Navigates to the issued corporate invoice page
Property	Property name
Company	Company name
Status	Unpaid: The invoice has not been paid (no payment received) Paid: Payment has been confirmed; selected by clicking [⋯] > [Mark as Paid] on an unpaid invoice Voided: The invoice has been invalidated by clicking [⋯] > [Void] on an unpaid invoice
Total Amount	Total amount of issued invoices

Actions

Status: Unpaid	View details: This will take you to the page for the issued company invoice. Mark as paid: Change the status to “Paid” 💡 You can refer to the video to check the operation steps Void: Change status to "Voided" Send email: Clicking this will display “Email sent successfully”, and an email containing the invoice URL will be sent to the contact email address registered under the corporate contract Logs: View history such as: New company invoice Invoice email sent Company invoice updates
Status: Voided	View Detail / Logs
Status: Paid	View details / Send email / Logs

You can refer to the following video for instructions on how to issue invoices for businesses:

3. Mark a Company Invoice as Paid

After receiving the payment, click [⋯] > [Mark as Paid] on the relevant corporate invoice to record it as “Paid.”

Please refer to the following video for instructions:

To mark a created company invoice as Voided, click [⋯] > [Void] on the relevant invoice.

Created company invoices can be voided, but cannot be deleted
Once a company invoice is marked as Paid, it cannot be reverted to Unpaid
- If marked by mistake, please handle it internally within your organization

Company Invoice Settings

Go to Admin Console > Property List > Select the relevant property > Settings > Company Invoice.

You can configure the following for each property:

Issuer information displayed on the invoice
Tax summady
Payment information
Footer content

The settings at the time the invoice is issued will be applied.
Even if the settings are changed and saved after issuance, the invoice content will not be updated.

(Refreshing the invoice page will also not change the content.)

Issuer Info

Go to Admin Console > Property List > Select the relevant property > Settings > Company Invoice > Issuer Info [∨] > [Configure Custom Fields]. After setting each item, click [Save].

Issuer Header	Logo / Name settings Logo: Property logo / Company logo / No display Name: Property name / Company name By default, the property (facility) logo and name are applied
Predefined Fields	Settings for Phone / Email / Address (you can choose either property information or company information) By default, property information is applied
You can also add customise fields	You can also add custom fields. You can customize items displayed on the invoice as issuer company information, such as Invoice number (Tax ID) and other company details

Tax Summary

Go to Admin Console > Property List > Select the relevant property > Settings > Company Invoice > Tax Settings [∨] > Edit [✎] > Select [Tax Included / Tax Excluded] > Choose the display method under [Tax Display Method] > Click [Save]

Payment Information

Go to Admin Console > Property List > Select the relevant property > Settings > Company Invoice > Payment Information [∨] > Edit [✎] > Turn ON each item → Enter details → Click [Save]

Display Payment Information	When turned ON, an input field for Payment Information will appear. Enter the details and save. Once configured, it will be displayed at the bottom of the invoice.
Display Payment Due	When turned ON, the option “Set due date to X days after invoice date” will be displayed. Select one option from 7 to 30 days. Once set, the payment due date will be shown at the top left of the invoice, below the issue date.

Footer

Go to Admin Console > Property List > Select the relevant property > Settings > Company Invoice > Footer [∨] > Edit [✎] > Turn ON “Display Footer” → Enter the footer content → Click [Save]

Once configured, it will be displayed at the bottom of the invoice.

[Receipt & Invoice Settings] Setting Up Customer Invoices and Receipts

[License & Payment] AirHost ONE HMS Premium Plan- Feature Overview

[Account Settings] Account Settings Screen Overview

[Price Management] Overview and Usage of Payment Management

[CRM Management / Accounting] Corporate Contract Setup & Management / Invoices for Corporate Clients