How to automatically send bills during check-out in Mews Operations

Mews Operations

Automatic bill sending allows you to send bills to the bill owner when Mews closes them during check-out. As a finance manager, you use this feature to eliminate manual steps in billing, ensure guests or companies receive their bills, and complete the billing process efficiently. You use it during the check-out flow in Mews Operations.

In this article you can learn about:

When the feature is on, the system checks the Email balanced bills box during check-out by default. Mews then:

  • closes bills automatically during check-out based on your service settings or those you elect to close during the check-out flow.
  • sends these closed bills to the bill owner if an email address exists.

The number of bills sent automatically depends on your billing and check-out configuration.

For example,

  • If a company owns a bill and Mews closes it during check-out, the system sends the bill to the company's invoicing email.
  • If multiple bills close during check-out, Mews sends each bill in a separate email.
ⓘNote
  • Mews sends the bill to the bill owner. This can be a guest, company, or companion if an email address exists.
  • If you do not set billing automation correctly, the system can assign bills to the wrong owner and send them to guests who should not receive them.
    • Confirm the bill owner has the correct email address saved in their profile.
    • Use billing automation to assign bills to the correct owner.
    • Review your billing automation rules to ensure bills route to the intended recipient.

How to enable automatic sending of bills

  1. In Mews Operations, go to the main menu > Settings > Property > Finance.
  2. Click on Accounting configuration.
  3. Select Bill management.
  4. Under Send system-closed bills automatically after check out, click the slider switch on.
ⓘNote: The system does not switch on the option by default.

Frequently asked questions

How do I know if the system automatically sent a bill?

  • Check the Sent label in the Closed bills screen.
  • Review the Action log or Email queue for detailed records.

 

Why does a bill not send automatically?

There are several reasons why a bill does not send automatically:

  • The system does not close the bill automatically during check-out. For example, you close the bill manually before or during check-out.
  • The bill owner does not have an email address at the time of closing the bill.
  • The feature is not enabled in your property.
  • You deselected the Email balanced bills option during check-out.

 

What happens if I do not switch the feature on?

The system continues the default behavior and does not select the Email balanced bills option at check-out. If required, you can disable automatic sending for a specific reservation during the manual check-out flow

.

What happens if the customer owns multiple bills?

Mews sends each closed bill as a separate email, so the same recipient can receive multiple emails if they own multiple bills related to the same checkout.

 

What email template does the system use?

The system uses the existing Bill sent email template.

What language does the system send the email in?

The system sends the email and PDF using the language preference specified on the customer profile. If the customer does not specify a language, the system uses the default property language.

When does the system send the bill email after check-out?

The first email attempt starts 10 seconds after check-out. The system retries up to three times at one-minute intervals if sending fails.

 

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