Folios
A folio is the running financial record of a guest's stay. Every charge (room, taxes, services, custom items) and every payment is recorded on the folio, giving you a single ledger for the reservation. The reservation tells you who is staying and when; the folio tells you how much they owe and what they have paid.
A folio is created automatically the moment a reservation is created, so you never create one by hand. Because it exists from the booking onward, you can record a deposit against it long before the guest arrives. You will find folios under Front Desk > Folios in the sidebar.
Each folio is either:
- Open - charges and payments do not net to zero. There is still an outstanding balance (the guest owes money) or a credit balance (the property owes the guest).
- Settled - total charges minus total payments equals exactly zero.
The balance is shown in red when something is still owed and in green when the folio is settled.
You can open a folio two ways:
- Front Desk > Folios lists every folio for the property. Use the Filters button to set Status to Open or Settled and to filter by check-in date, and the column headers to sort by Charges or Balance. Click any row to open that folio.
- From a guest's reservation, the folio for that stay is linked directly.
The Folios list also has an Export button that downloads the current view (respecting the status and date filters) as a CSV for your accounting records.
The folio detail page shows the guest name, room number, stay dates, reservation status, and the current balance. Charges and payments sit side by side.
On the left, the Charges ledger lists every line item grouped by the day it posted, earliest day first. Each day is its own panel with the charges that landed that day: room, taxes, services, and custom charges all appear together in date order rather than split by category. The total for all charges shows in the Charges header. A voided charge stays in place, struck through, with its offsetting credit shown alongside.
On the right, the Payments panel lists every recorded payment with its date, method, and reference, and shows the running Balance at the bottom. Totals live in these two headers and the balance lives in the payments panel, so no figure is repeated in a separate summary box.
Inclusive taxes and revenue split
If a stay uses tax-inclusive pricing, the folio notes how much inclusive tax is already baked into the room charges. When a folio contains third-party pass-through items, the summary also breaks the total into Hotel Revenue and Third-party Pass-through so you can see what the property actually earns versus what it collects on behalf of a third party.
Use Add Service to post a predefined service (transport, food and beverage, spa and wellness, activities, laundry, communication, and so on) that has been set up in your service catalog.
- Click Add Service in the folio toolbar.
- Search the catalog and select the service. Each entry shows its price and whether it is a One-time or Per Night charge.
- A one-time service is posted immediately.
- For a per-night service, enter the Number of nights. Veridien pre-fills the remaining nights of the stay and shows the running total (unit price x nights) before you confirm. Click Add Service to post it.
The charge appears in the Charges ledger under today's date right away.
Use Add Custom Charge for anything not in the catalog, such as a reported minibar item, a damage fee, or a one-off surcharge.
- Click Add Custom Charge.
- Enter a Description and an Amount.
- Set the Revenue Type: Hotel Revenue for income the property keeps, or Third-party Pass-through for amounts collected on behalf of someone else.
- If you accept foreign currencies, you can pick a Currency; the base-currency equivalent is calculated from the exchange rate and shown to you.
- Click Add Charge.
Charges are never deleted. To cancel a charge, void it:
- Find the charge row and click Void.
- Confirm in the dialog.
Voiding creates a matching negative credit entry. The original charge stays visible with a strikethrough, and the credit sits alongside it in the day's charges, so the full history is preserved. If you void something by mistake, find the credit and click Undo on it to reactivate the original charge. Every void and undo is written to the activity log.
Voiding does not refund money
Voiding only removes a charge from the balance. It does not return money to the guest. If a guest has already paid and is owed money back, handle the refund as a payment matter (see Payments & Settlements).
Click Record Payment to post money received against the folio. See Payments & Settlements for the full step-by-step, foreign-currency handling, and reconciliation guidance.
Each reservation gets one invoice automatically, so there is nothing to generate by hand. When an invoice exists for the stay, a View Invoice button appears in the folio toolbar and opens it. While the invoice is a draft it stays live, tracking the folio, so any charge or payment you add is reflected without regenerating anything. See Invoicing for the full workflow.
Most line items arrive on the folio automatically:
- Room charges and taxes are posted from the reservation's rate plan. See Rate Plans.
- Restaurant bills routed to a room appear as charges.
You only post manually for items the system cannot capture on its own, using Add Service or Add Custom Charge as described above.
Folio actions are permission-gated. A staff member needs billing.view to open folios, billing.addCharge to add or void charges, billing.recordPayment to record payments, and billing.createInvoice to send, mark, or void the invoice. If a button is missing, your role does not include that permission. See Users & Roles.