How to charge and close a customer bill in Mews Operations

Front Office OperationsMews Operations

The Charge and close button on the Billing tab of the Customer management screen is a one-click action that Front Desk staff can use to charge a selected payment card attached to the customer profile and prepare the bill for review and close. Staff can charge and close bills whenever the customer requests. 

 
In this article, you can learn about:

How to charge and close a customer bill  

 

To charge and close a customer bill in Mews Operations:

  1. Click on any customer profile or enter the customer's name in the Mews Dashboard search bar.
  2. Go to the Billing tab. Locate the bill you want to settle.
  3. Click the Charge and close button. Note: Mews only displays the Charge and close button when the guest profile has an attached payment card.
  4. Select the correct payment card from the dropdown list. Note: The dropdown displays all payment cards attached to the customer's profile.
  5. To charge the card and close the bill, click Confirm.
  6. Mews displays the Review and close screen. Review the bill and update with any additional information.
  7. To close the bill, scroll down and select Close.

 

Close a bill and send a copy to the bill owner

If the bill owner has an email address on file, an optional send step appears directly on the closing screen.

 

To close a bill and send a copy in a single action in Mews Operations:

  1. Go to the guest or reservation profile, then select the Billing tab.
  2. Open a bill with a zero balance.
  3. Click Close.
  4. On the Review before closing screen, find the send option. The bill owner's email address is pre-populated.
  5. Confirm or update the email address.
  6. Click Close & send.

Mews closes the bill and sends a copy to the email address in a single action.

 

To close without sending, leave the send option unchecked and click Close bill as usual.

 

Note: The close-and-send flow sends to the bill owner only. Sending to an associated profile is not yet supported. Custom bill formats are not supported; Mews sends the bill in the standard detailed format.

 

What if the bill owner has no email address?

If the bill owner has no email address on file, the send option does not appear on the closing screen. You can add an email address to the guest profile at any time, and Mews shows it the next time you close a bill for that guest.

 

What language is the bill sent in?

Mews sends the bill in the bill owner's language preference. If no language preference is set on their profile, Mews uses the property's default language.

 

Can I opt out of sending bills to a specific profile?

If you don’t want to send bills by default to a specific company profile, you can amend their preferences in the Company profile to ensure that, by default, the system does not send emails when closed on the specific profile, for example, OTA bills. You can learn more in Billing automation FAQs.

 

I prefer not to send bills by default. Can I amend this?

Your system administrator can change your property configuration and disable the default close and send functionality. You can learn more in the help article How to automatically send bills during check out.


 

 

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