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Processing a New Booking

First-time workspace setup

Run this workflow only after Getting Started — Recommended Setup Sequence steps 1–12 and steps 13–14 (Listings inventory + Bookings module readiness) — channel imports need Settings → Integrations from setup step 12. First property on a new workspace: complete Onboarding a New Property and Step 7 — Verify in Listings first — hub matrix: Common Workflows — New inventory to first booking handoff. Lockout catch-up: Getting Started — Lockout catch-up after password recovery. Workflow pairing: Common Workflows — Setup sequence after go-live.

Finding your way in this guide

Start with Step 1 — Check if the booking was auto-imported for channel rows, then Step 2 / Step 3 for payment timing. Contract and confirmation: Step 4 → Step 5; month-end Pending mesh: Step 5b / Step 6b. Portal gates: Step 6. Non-linear operator habits (Lockout catch-up, Payment alert to receivables triage, Pending manual receipt approval, Reject/revert mistaken receipts, Month-end invoicing (fixed date), Bulk Hostkit invoicing, Utility overage collections, Check-out final utilities handoff, Check-in to check-out handoff, Check-out collections before refund, Check-out ledger cleanup before refund, Finance debt receivables triage, Handling a Late Payment collections, Cancellation collections before void, Rent reduction after invoicing, Same-day turnover coordination, Occupancy KPI to block hygiene handoff, Deposit missing on Finance Deposits, Partly collected security deposit, Wrong tenant on a booking, Cancel Booking vs Delete Booking, Portfolio retirement decisions, Directory list load failures, Booking sidebar tab load failures, Confirmation alert triage, Portfolio segmentation by tenant category) have matching Related subsections below. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

This workflow covers creating a booking from enquiry to confirmation — whether the booking comes from an external platform or directly.

Pair with other workflows

After confirmation, continue with Managing a Check-in; when move-in or confirmation charges stay unpaid, pair with Handling a Late Payment. During month-end Step 6b, pair Portfolio KPI review — Step 7 with AI usage API (landlord_chat) when duplicate-import triage leaned on AI Chat. Step-to-module pairing: Processing a New Booking section cross-reference. Full pairing matrix: Common Workflows — Workflow cross-reference.

Prerequisites

Before processing a booking, ensure:

  • The property and unit exist in the Listings module
  • The property's contract settings are configured (payment frequency, confirmation/check-in payments) — see Creating a New Property
  • If the booking is from an external platform, the platform is connected in Settings > Integrations

Step 1 — Check if the booking was auto-imported.​

Pair with other Processing a New Booking steps

Import duplicate checks pair with Common Workflows — New inventory to first booking handoff (upstream Onboarding — Step 7 on first property), Settings > Integrations, Bookings — Timeline, and Landlord MCP / Tenant MCP overlap reads before you create-booking. Downstream: Step 4 when a match exists. Full pairing matrix: Processing a New Booking section cross-reference.

If the booking originated from a connected platform (Airbnb, Booking.com, Channex, etc.), Vivin may have already imported it automatically. Before you create a duplicate:

  1. Open Bookings and search by tenant name, email, or contract dates in the toolbar.
  2. Optionally open Other filters and set Source platform to the channel you expect (for example Airbnb, Booking.com, or Channex) so the list only shows imported rows from that integration.
  3. Confirm the row shows the expected platform badge on the booking card or table row. If a matching reservation already exists, skip to Step 4 (contract) or Step 5 (payments) as appropriate.
Duplicate or test row — Delete, not Cancel

When the extra row is a mistaken Add booking or training duplicate with no real stay, use Delete Booking on Contract Info → Check-in & Check-out instead of Cancel booking — see FAQ — Cancel Booking vs Delete Booking. Clear any provider platform in-payment first (#2076). Delete hides manual ledger lines on Finance → Transactions while keeping vIBAN / credit card (#1897). When the row is valid but linked to the wrong tenant profile, use Change tenant instead — Common Workflows — Wrong tenant on a booking.

iCal-only short stays

Airbnb / Booking.com calendar feeds can import short-term blocks that appear on Operations > Check-in & Check-out and unit Calendars without a full mid-term booking row. If you only see a channel-labelled pseudo departure (for example Booking.com Reservation), you may still need a manual booking for contract and payment-plan work — see Glossary — Short-term iCal pseudo check-in/out.

When channel paperwork lists a fiscal ID (NIF) instead of a room code, open Tenants and paste that value in toolbar Search — the directory matches fiscal and identification IDs without re-ranking; open the tenant profile and jump to the linked booking from there. See Tenants — Interface overview.

Paste a unit code in Search

When several bookings match your search text, the Bookings list ranks unit / listing name hits above tenant name or email — paste the internal room code (for example AA-11-5D-R2) to surface the channel import for that unit first. See Bookings — Search bar and Glossary — Directory search ranking.

Visual overlap check

After you confirm contract dates, switch to Bookings → Timeline (/bookings/timeline) and paste the unit internal name in toolbar Search — coloured bars show whether another stay or a calendar block already covers the window. Use Week or Month scale when a departure and arrival share one calendar day (same-day turnover). Clear Only bookings when you need manual or channel blocks on the same unit row. For Sales-scoped availability without rent cells, compare Sales → Multicalendar. Portfolio-wide manual holds: Tools → Audit (Manual block hygiene). FAQ: How do I handle same-day turnovers?.

Bookings list — toolbar Search narrowed by unit internal name (unit matches ranked first)

Bookings list — Other filters drawer with Source platform set to narrow imported channel rows

External automation on import checks

Account-scoped Landlord MCP list-bookings and get-booking surface the same imported rows you search in Bookings — narrow by date range or tenant identifiers in your client before you create-booking manually. list-listings (thin GET /listings/options projection) resolves internal unit codes when channel paperwork lists a room name instead of a booking id — then get-booking or toolbar Search on the matching import. When you need a visual overlap check before creating a duplicate, get-listing includes unavailabilities (manual and channel blocks) and get-listing-calendar mirrors Bookings → Timeline reads — pair with get-property when several units on one building share similar names. Booking-scoped Tenant MCP list-bookings-by-email helps when channel paperwork only lists a guest email; get-listing-calendar is the tenant-facing read when guests ask about blocked dates on a suspected duplicate import. Portfolio-wide duplicate scans stay on Landlord MCP. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

Full pairing matrix: Processing a New Booking section cross-reference.

Step 2 — Create the booking manually (direct bookings only).​

Pair with other Processing a New Booking steps

Manual creation pairs with Create New menu — Booking, Settings > Tenant categories (assign Category before Step 4), and create-booking on Landlord MCP. Upstream: Step 1 when no channel import exists. Full pairing matrix: Processing a New Booking section cross-reference.

From any management screen, open + Create New > Booking (same entry point as in Listings). Fill in:

Add booking — property, unit, tenant, and dates

  1. Select the property and unit
  2. Enter tenant details (name, email, phone, nationality)
  3. Set the contract start date and move-in date
  4. Confirm the platform as "Direct"
External automation on manual creation

Account-scoped Landlord MCP create-booking mirrors + Create New → Booking (POST /bookings) — it does not set tenant category; assign Category on Tenant Info or use create-tenant / update-tenant before contract mail, same as the management UI habit below.

Assign tenant category before portal mail

The Add booking wizard does not set tenant category — the segment lives on the tenant profile (Tenant Info). When you pick an existing tenant, open Tenants and confirm Category matches the portal modules and Communication Rules audience you intend. When the person is not in the list yet, use + Create New → Tenant first (optional category in that modal) or assign category on Tenant Info after creation, before Step 4 sends contract or onboarding mail — channel imports may auto-assign the default for integrations category; direct bookings do not. Mirror segment checks on Bookings → Other filters Tenant → Tenant category or Tenants — Tenant category filter — see Glossary — Tenant category and FAQ — Finance tenant category filter parity. Month-end segment checks: Finance — Tenant category filter.

See Creating a New Booking for detailed field descriptions.

Per-booking CI/CO ticket opt-out (#1140)

When the property has automatic check-in/out tickets on Listings — Maintenances tab, turn off Use unit contract rents and other contract details on the rent step to reveal Create check-in ticket / Create check-out ticket. Uncheck to skip automatic ticket creation for this reservation only — see Glossary — Per-booking maintenance ticket opt-out and FAQ — Skip automatic check-in/out tickets for one booking.

Full pairing matrix: Processing a New Booking section cross-reference.

Walkthrough: + Create New → Booking — select property and unit, enter tenant details and dates, then save (demo uses property AA-11-5D).
Vivin operators — guest-facing listing copy

Before you send the contract or share booking-engine links, confirm descriptions, amenities, rules, photos, and bilingual blocks for the property and unit match what you want tenants and channels to see. Open the Full integration pill in the Listings sidebars for the full Property Details / Listing Details layer — see Property & listing details (booking engine) and Deep Links — query params for bookmarkable URLs.

Step 3 — Review confirmation timing and the payment schedule.​

Pair with other Processing a New Booking steps

Payment-schedule review pairs with Payment Allocation, Finance — Contract Values, and tenant-facing get-payment-info on Tenant MCP before Step 4 contract mail. Full pairing matrix: Processing a New Booking section cross-reference.

After creation, open the booking sidebar and check Contract Info → Booking information first:

  1. Read Confirmation payments and Check-in payments — they show which charges are due at booking confirmation versus move-in (for example Deposit and first rent at confirmation and Last rent at check-in).
  2. If the split does not match what you agreed with the tenant, click the pencil, adjust the dropdowns (overlapping options are disabled so deposit and first rent are not double-assigned), then Update. Saving recomputes due dates on requirement-flagged lines — confirm the result on Payment plan and in Contract Info → Timeline.

Booking detail — Contract Info, Confirmation payments and Check-in payments (read-only)

Then open the Payment Plan tab. Verify the automatically generated charges match what was agreed — correct amounts, due dates (aligned with the confirmation/move-in split above), and payment types (deposit, first rent, etc.). On a variable unit, if every contract month in the span shares one € amount, Contract Info may already show a fixed headline rent — the listing stays variable for future stays. See Fixed rent on a variable unit and FAQ — Fixed rent on variable unit.

External automation on payment schedule review

Account-scoped Landlord MCP get-booking returns the same confirmation/check-in payment split and scheduled charge rows you review on Contract Info and Payment Plan — pair with get-listing-pricing-table when a variable unit’s generated rent looks off versus the unit’s configured ranges. Booking-scoped Tenant MCP get-payment-info is the tenant-facing read when external assistants answer “what do I owe at confirmation?” before you send Step 4 contract mail — portfolio-wide Contract Values sanity checks stay on Landlord MCP or the management UI.

Sidebar tab load errors

If Communication or Tickets shows a load error while Contract Info or Payment Plan work, use Refresh or Retry on that tab without closing the booking — see Glossary — Booking detail sidebar tab load failures.

For portfolio-wide sanity checks across several new imports, open Finance > Contract Values with Other filters scoped to the property you just onboarded — see Finance — Property and listing filters.

Booking detail — Payment Plan tab with scheduled charges after creation

Full pairing matrix: Processing a New Booking section cross-reference.

Important

If anything is wrong, correct it now before the tenant receives communications. The payment schedule is generated based on the property's contract settings at the time of booking creation — changes to property settings afterward will not affect this booking.

Step 4 — Send the contract.​

Pair with other Processing a New Booking steps

Contract delivery pairs with Tenant Portal — Digital contract signing, Preferences — Mandatory for contract signing (portal gates before signature), Settings > Contract templates, FAQ — Tenant contract signing blocked (when the wizard stalls), and lifecycle mail in Settings > Emails. Upstream: Step 3 payment split. Downstream: Step 5 when confirmation charges are due. Full pairing matrix: Processing a New Booking section cross-reference.

Open the booking sidebar and select the Contract Info tab (labeled Contract in some locales). Download the generated contract PDF, send it to the tenant via your preferred method (email, DocuSign, etc.), and upload the signed copy back to the same tab when it returns — the upload marks the booking as contract signed.

External automation on contract upload

Account-scoped Landlord MCP upload-booking-contract can push an unsigned PDF to Contract Info — it may clear a previous signed file; treat as sensitive and prefer operator upload when portal signing is in flight. Digital signatures through the Tenant Portal still run the four-step Sign contract wizard; MCP upload does not replace portal gates in Preferences — Mandatory for contract signing.

When tenants sign through the Tenant Portal, confirm Preferences — Mandatory for contract signing matches your compliance needs (each Your Details field you require — name, phone, ID, fiscal data, IBAN, and related metadata) before you chase missing paperwork — illustrated toggles: settings-preferences-tenant-portal-contract-signing-required.png; see FAQ — Tenant contract signing blocked when the portal wizard stalls. The portal runs a four-step Sign contract wizard (Your Details → Billing → Review → Sign); asterisk labels mirror your mandatory toggles. A portal signature can immediately satisfy After contract signed (and combined paid+signed) check-in triggers when move-in requirements are already met — uploading a signed PDF on Contract Info does not (see FAQ — automatic check-in email); use Send Check-in email after manual upload. Automated onboarding and other nudges are configured separately under Settings > Emails — Communication Rules and Booking lifecycle emails.

Booking detail — Contract Info tab with contract file, upload control, and booking actions

Full pairing matrix: Processing a New Booking section cross-reference.

Step 5 — Record the confirmation payment.​

Pair with other Processing a New Booking steps

Confirmation receipts pair with Finance > Add Payment, Payment Allocation, and create-manual-payment-in on Landlord MCP — pending until Step 5b. Full pairing matrix: Processing a New Booking section cross-reference.

When the tenant makes the confirmation payment (deposit, first rent, or whichever was configured), record it in one of two ways:

External automation on confirmation receipts

Account-scoped Landlord MCP create-manual-payment-in records bank transfers the same way + Transaction / Finance → Add Payment do — receipts may stay pending until Approve payments (Step 5b); confirm allocation with list-payments / get-payment when external clients triage before move-in.

  • From the booking's Transactions tab — click + Transaction to open the Add Payment modal (see screenshot in the Bookings module)
  • From Finance > Add Payment — select the booking and enter payment details

Booking detail — Add Payment modal opened from the booking Transactions tab via + Transaction

Walkthrough: open a booking Transactions tab, + Transaction, enter amount and date, then confirm allocation to the scheduled confirmation charge (demo does not save).

The system allocates the payment to the correct scheduled charge based on your payment priorities. See Payment allocation — Recording an incoming payment for the same flow from Finance → Add Payment.

When the tenant pays less than the full deposit (or confirmation bundle) in one transfer, Vivin may mark the deposit line Partially paid with a remaining helper on the booking Deposit tab (Partial Paid on depositStatus — see Glossary — Deposit lifecycle status). Triage those reservations portfolio-wide on Finance → Deposits — click Partial paid in the Deposit lifecycle status row — then open a row to chase the shortfall before move-in. See FAQ — Partly collected security deposit and Glossary — Deposit lifecycle status.

Pending until approved

Manual confirmation payments may remain pending until a user with Approve payments acts on Finance → Transactions or the booking Transactions tab. Until then, move-in requirements can still read as unpaid — triage Pending rows on the ledger before handover (the Overview Manual Payments KPI is not an approval-queue indicator). See Finance — Pending manual payments.

Full pairing matrix: Processing a New Booking section cross-reference.

Step 5b — Approve confirmation receipts (when required)​

Pair with other Processing a New Booking steps

Pending confirmation receipts pair with Finance — Pending manual payments, Handling a Late Payment — Step 4b (same approval habit), and Notification triage — Step 5 after balances settle. Upstream: Step 5. Full pairing matrix: Processing a New Booking section cross-reference.

External automation on confirmation approval

Account-scoped Landlord MCP list-payments / get-payment surface the same Pending ledger rows you approve below — pair with get-booking when a Payment received alert from Notification triage — Step 4 already supplied the reservation id, or with list-bookings when several Upcoming imports on one property recorded confirmation transfers the same week. Receipts you entered in Step 5 via create-manual-payment-in follow the same pending queue. External clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab.

Tenant-facing confirmation contrast

Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded transfer still shows unpaid until approval completes — it does not approve receipts or change Payment Plan requirement pills. list-bookings-by-email resolves the booking id when a WhatsApp or email thread only shows the guest address after they claim they paid confirmation charges; pair with Notification triage — Step 4 when Inbox preceded the alert. get-portal-links remains the right read when the tenant asks whether portal access is live while receipts stay pending (Step 6). notify-landlord alerts your team when a guest reports a bank transfer through a chatbot — it does not replace operator approval below. For Vivin product defects (permissions, integration scope, or MCP credential failures), file Using in-app support instead of routing tenant automation here. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

When you recorded a bank transfer after Step 5 but Payment Plan still shows confirmation requirements as unpaid — or a Payment received alert from Notification triage — Step 4 still shows a stale balance — follow the same approval habit as Handling a Late Payment — Step 4b and Managing a Check-in — Step 3b before Managing a Check-in. During month-end, the same Pending pill queue appears in Portfolio KPI review — Step 7 when Total Debt or Manual Payments disagree with Analytics:

  1. Open Finance → Transactions (widen the date range if needed) or the booking Transactions tab and confirm Pending rows exist when you expect a manual approval queue.
  2. On the ledger, click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
  3. Locate the manual row in the filtered table.
  4. Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate on the ledger, use Reject selected (bulk-only on Finance — no per-row reject icon there). Reject selected shows the same red credit note warning as booking Transactions when accounting may already have invoiced the charge — see Finance — Reject payment and Bookings — Transactions row actions.
  5. Re-open Payment Plan — confirmation and move-in requirement pills should flip to Paid once allocations apply.

Finance Overview — Manual Payments KPI beside Total Debt (monthly manual total; triage pending rows on Transactions)

Finance Transactions — All card with amber Pending chip active and filtered ledger rows

Booking detail Transactions — Approve payment confirmation before move-in requirements update

Finance Transactions — bulk selection bar with Approve selected and Reject selected

Walkthrough: Finance → Transactions — amber Pending chip on the All card → Approve payment (cancel before saving).

Full pairing matrix: Processing a New Booking section cross-reference.

Step 6 — Confirm the booking status is correct.​

Pair with other Processing a New Booking steps

Post-confirmation checks pair with Common Workflows — Confirmation alert triage (upstream Notification triage — Step 4 → Step 5b before Step 5; notifications-row-navigation-flow.mp4, bookings-detail-transactions-approve-payment-modal.png), Common Workflows — Confirmation to check-in handoff (Step 6 → Managing a Check-in — Step 1 decision table; bookings-detail-contract-method-of-payments.png, booking-lifecycle-status-tabs-flow.mp4, workflows-operations-check-in-out-planning-view.png), FAQ — Processing a New Booking hub, Booking Lifecycle, and get-portal-links on Tenant MCP. Unpaid charges: Handling a Late Payment — Step 1 before you hand off to arrival week. Full pairing matrix: Processing a New Booking section cross-reference.

Verify the booking is Upcoming (upcoming) if its start/check-in date is in the future, or Ongoing (current) if the start/check-in date is today. There is no pending booking status in the implemented model.

Wrong tenant profile linked

If the booking points at the wrong existing tenant (duplicate email or NIF in the account, or a picker mistake) and the stay is still Upcoming with no signed contract and check-in in the future, use Contract Info → Change tenant instead of editing the current tenant’s master record or Delete Booking. That reassigns the reservation to another tenant already in your account without rebuilding the payment plan or moving historical transactions — see Change tenant (reassign booking) and Common Workflows — Wrong tenant on a booking. Contrast duplicate-row cleanup: Cancel Booking vs Delete Booking.

The Tenant Portal access is now active. Tenants can request an email access link from the portal entry screen, or use a direct portal URL with booking credentials (id, and usually code) from onboarding/check-in communications.

External automation after confirmation

Booking-scoped Tenant MCP get-portal-links surfaces the same self-service URLs Tenant Portal → Copy exposes under Contract Info — pair with get-booking-status when tenants ask whether portal access is live. Account-scoped Landlord MCP get-booking is the portfolio read when your automation already knows the booking ID.

On the booking Contract Info tab, use:

  • Resend Onboarding email (under Check-in & Check-out) when the tenant did not receive portal or contract material.
  • Tenant Portal → Copy or Impersonate Tenant (under Method of payments) to verify what the tenant sees before move-in.

Booking detail — Contract Info, Method of payments with Virtual IBAN and Tenant Portal copy / Impersonate Tenant

Booking detail — Contract Info, Check-in & Check-out card with Resend Onboarding and check-in email actions

See Bookings module — Contract Info for the full tab reference.

When to file Vivin support vs self-serve portal checks

Finish Step 5b and Resend Onboarding email before you open a Vivin support ticket — portal activation and status reads are operator workflows when confirmation receipts are approved. Self-serve first when confirmation is live but other workflows still need attention:

File Using in-app support when product behaviour blocks onboarding despite correct operator steps:

Use the Help & Support drawer from Bookings when screenshots should include Contract Info — Deep Links — Support. Pair with Notification triage — Step 6 when booking-created alerts row-click to the wrong entity. If a management lockout delayed portal verification, recover access with Resetting a Management User Password (Step 3) before you rerun Step 5b and Resend Onboarding email — refresh Landlord MCP Bearer JWT after Step 3 there; catch up booking-created and payment alerts in Notification triage — Step 4 and Step 5 (file Step 6 when row-click fails); on newly onboarded inventory, rerun Onboarding a New Property — Step 7 when Access Lockers or Multicalendar defects persist; finish Entering Monthly Utility Bills — Step 5 when the first bill cycle lagged during lockout (escalate extraction via Step 6).

External automation on portal escalation

Booking-scoped Tenant MCP get-portal-links and get-booking-status help external assistants confirm portal access before you file support — notify-landlord alerts your team when tenants report missing portal links through a chatbot; it does not replace operator Resend Onboarding email or a Vivin support ticket for integration defects. Account-scoped Landlord MCP get-booking, list-tenants, and get-tenant resolve fiscal-ID paperwork before you escalate wrong-tenant links. Surface-choice contrast: Automation & AI — Workflow pairing for surface choice.

tip

Next step: When the move-in date approaches, follow the Managing a Check-in workflow.

Full pairing matrix: Processing a New Booking section cross-reference.

Step 6b — Approve lingering confirmation receipts (when required)​

Pair with other Processing a New Booking steps

Month-end Pending mesh pairs with Portfolio KPI review — Step 7, Handling a Late Payment — Step 6b, and Managing a Check-in — Step 6b on the same ledger queue. Upstream: Step 5b. Full pairing matrix: Processing a New Booking section cross-reference.

At month-end when confirmation-week bank transfers still show Pending on Finance → Transactions but Payment Plan on Upcoming imports still lists confirmation requirements as unpaid — follow Step 5b and the same approval habit in Portfolio KPI review — Step 7, Managing a Check-in — Step 6b, Handling a Late Payment — Step 4b, and Handling a Late Payment — Step 6 (segment-wide arrears after month-end KPI review):

  1. Open Finance → Transactions (widen the date range to include confirmation week) or the booking Transactions tab.
  2. Click the amber Pending chip on the All type-summary card (or use the Pending status filter) — see Finance — Pending manual payments (finance-transactions-pending-pill.png).
  3. Locate confirmation requirement rows tied to Upcoming imports you confirmed in Step 6.
  4. Click Approve payment (per-row check icon) or tick several rows and use Approve selected from the floating bar. For a mistaken duplicate, use Reject selected (bulk-only on Finance) — same red credit note warning as Step 5b.
  5. Re-open Payment Plan — confirmation requirement pills should flip to Paid once allocations apply; clear related Payment received rows on /notifications in Notification triage — Step 5 before you hand over to Managing a Check-in.
When to file Vivin support vs self-serve approval

Approve payments and ledger Reject selected are operator workflows — finish Step 6 and Step 5b before you open a Vivin support ticket. File Using in-app support when Approve payment is missing for your role, Pending rows persist after approval, or Landlord MCP / Tenant MCP clients return persistent 403 after you refreshed the management JWT — see Resetting a Management User Password — Troubleshooting. If a management lockout delayed month-end confirmation approval, recover access with Resetting a Management User Password (Step 3) before you rerun this step — refresh Landlord MCP Bearer JWT after Step 3 there; catch up payment alerts in Notification triage — Step 5 (file Step 6 when row-click fails); pair with Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, Entering Monthly Utility Bills — Step 4b, and Portfolio KPI review — Step 7 on the same Pending queue.

External automation on month-end confirmation approval

Account-scoped Landlord MCP list-payments / get-payment and list-bookings surface the same Pending ledger rows you approve in Step 5b — external clients cannot Approve payment or Reject selected from MCP; operators finish on Finance → Transactions or the booking Transactions tab. Booking-scoped Tenant MCP get-payment-info helps tenant-facing assistants explain why a recorded transfer still shows unpaid until approval completes.

Full pairing matrix: Processing a New Booking section cross-reference.

Processing a New Booking section cross-reference​

Use this table when one step in this workflow naturally leads into another module, concept page, or downstream workflow — each row links to the docs you should read before or after that step.

| Workflow step / section | Pair with these docs | | ---------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | Step 1 — Check if the booking was auto-imported | Settings > Integrations — Channex, API Reference — Creating Bookings, Tenants — Interface overview, Bookings — Timeline view, Glossary — Short-term iCal pseudo check-in/out, Manual block hygiene (get-listing unavailabilities when overlap checks find stale holds), Automation & AI — Workflow pairing for surface choice, Landlord MCP — Bookings, properties, and listings (list-listings, get-listing with unavailabilities, get-listing-calendar, get-property), Landlord MCP — Extended account tools (list-bookings, get-booking), Tenant MCP — Booking and contract data (list-bookings-by-email, get-listing-calendar; contrast with portfolio-wide Landlord reads) | | Step 2 — Create the booking manually | Create New menu — Booking, Create New menu — Tenant, Tenants — Tenant Info, Tenants — Tenant category filter, Bookings — Other filters, Settings > Tenant categories, Glossary — Tenant category, Listings module, Booking engine details, Onboarding a New Property, FAQ — Assign tenant category for direct booking, FAQ — Finance tenant category filter parity, Landlord MCP — Bookings, properties, and listings (create-booking; follow-through with create-tenant / update-tenant and Tenant Info category) | | Step 3 — Review confirmation timing and the payment schedule | Payment Allocation, Finance — Contract Values, Settings > Tenant categories, Bookings — Payment Plan tab, Finance — Tenant category filter (month-end segment checks after assignment), Landlord MCP — Bookings, properties, and listings (get-booking; get-listing-pricing-table on variable units), Tenant MCP — Property, payments, and portal tools (get-payment-info for tenant-facing confirmation balances) | | Step 4 — Send the contract | Tenant Portal — Digital contract signing, Settings > Preferences — Mandatory for contract signing, Settings > Emails, Settings > Contract templates, Landlord MCP — Bookings, properties, and listings (upload-booking-contract; sensitive write — portal signing remains operator/tenant UI) | | Step 5 — Record the confirmation payment | Payment Allocation — Recording an incoming payment, Finance > Add Payment, Bookings — Transactions tab, Landlord MCP — Extended account tools (create-manual-payment-in, list-payments, get-payment; pending until Step 5b) | | Step 5b — Approve confirmation receipts | Notification triage — Step 4, Notification triage — Step 5, Handling a Late Payment — Step 4b, Managing a Check-in — Step 3b, Portfolio KPI review — Step 7, Finance — Pending manual payments, Finance > Transactions — Row actions, Payment Allocation — Correcting mistaken receipts, Glossary — Pending manual in-payment (Finance), Glossary — Credit note (payment reject/revert), FAQ — Manual receipt still pending, Managing a Check-in, Using in-app support (MCP scope or permission defects), Automation & AI — Workflow pairing for surface choice, Landlord MCP — Extended account tools (list-payments, get-payment, get-booking, list-bookings; approval remains operator UI), Tenant MCP — Booking and contract data (list-bookings-by-email when Inbox threads preceded payment alerts), Tenant MCP — Property, payments, and portal tools (get-payment-info, get-portal-links while receipts stay pending; notify-landlord for tenant-channel “I paid” escalations) | | Step 6 — Confirm the booking status is correct | Booking Lifecycle, Managing a Check-in (downstream when move-in date approaches), Managing a Check-in — Step 6 (arrival-week portal gates), Onboarding a New Property — Step 7 (first reservation on newly onboarded inventory), Tenant MCP, Notification triage — Step 4 (booking-created alert row-click), Notification triage — Step 5 (booking-created alerts after confirmation), Notification triage — Step 6 (row-click to wrong entity), Using in-app support, Using in-app support — New Support Ticket modal, Resetting a Management User Password — Step 3 (lockout-delayed portal verification catch-up; refresh Landlord MCP JWT, then catch up Notification triage — Step 4 / Step 5 / Step 6 and Entering Monthly Utility Bills — Step 5 / Step 6), Resetting a Management User Password — Troubleshooting (MCP 403 after JWT refresh), Handling a Late Payment — Step 1 (unpaid confirmation or move-in charges), Manual block hygiene — Step 4 (Timeline overlap from Step 1), Step 6b — Approve lingering confirmation receipts (month-end Pending mesh), Portfolio KPI review — Step 7 (month-end Total Debt after confirmation week), Notifications — Payment overdue alerts, Bookings — Change tenant (reassign booking), Tenant Portal — Portal access by tenant category, Automation & AI — Workflow pairing for surface choice, Tenant MCP — Property, payments, and portal tools (get-portal-links, get-booking-status, notify-landlord), Landlord MCP — Bookings, properties, and listings (get-booking, list-tenants, get-tenant), Landlord MCP — Permissions and safety | | Step 6b — Approve lingering confirmation receipts | Step 5b — Approve confirmation receipts, Portfolio KPI review — Step 7, Managing a Check-in — Step 6b, Managing a Check-out — Step 6b, Cancelling a Booking — Step 6b, Entering Monthly Utility Bills — Step 4b, Handling a Late Payment — Step 4b, Handling a Late Payment — Step 6, Handling a Late Payment — Step 6b (collections Pending mesh), Notification triage — Step 5, Notification triage — Step 6, Using in-app support (When to use in-app support), Resetting a Management User Password — Step 3 (lockout-delayed month-end catch-up; refresh Landlord MCP JWT; pair Notification triage — Step 6 when row-click fails), Resetting a Management User Password — Troubleshooting, Finance — Pending manual payments, Finance > Transactions — Row actions, Glossary — Pending manual in-payment (Finance), Landlord MCP — Extended account tools (list-payments, get-payment, list-bookings; approval remains operator UI), Tenant MCP — Property, payments, and portal tools (get-payment-info while receipts stay pending) | | Lockout catch-up after password recovery | Sign-in restored; portal or confirmation approval delayed | Common Workflows — Lockout catch-up, Getting Started — Lockout catch-up, Resetting a Management User Password — Step 3, Step 6, Step 6b | | Pending manual receipt approval | Confirmation receipts still pending until Approve payments | Common Workflows — Pending manual receipt approval, Step 5b, Step 6b, Finance — Pending manual payments | | Reject/revert mistaken receipts | Duplicate confirmation bank transfers | Common Workflows — Reject/revert mistaken receipts, Payment Allocation — Correcting mistaken receipts, Step 5b | | Same-day turnover coordination | Timeline overlap on shared unit — not duplicate import | Common Workflows — Same-day turnover coordination, Step 1 — Check if the booking was auto-imported, FAQ — Same-day turnovers (operations-add-ticket-modal.png, bookings-timeline-day-week-month-and-sidebar.mp4) | | Occupancy KPI to block hygiene handoff | Timeline overlap from stale manual holds on Step 1 | Common Workflows — Occupancy KPI to block hygiene handoff, Step 1 — Check if the booking was auto-imported, FAQ — Analytics (KPI workspace) (analytics-kpi-occupancy-tab.png, audit-manual-blocks-filter-scroll.mp4) | | Deposit missing on Finance Deposits | Confirmation Deposit tab shows data but Finance row is missing | Common Workflows — Deposit missing on Finance Deposits, Step 5 — Record the confirmation payment, FAQ — Deposit missing on Finance Deposits (finance-deposits-date-range-toolbar-default.png, finance-deposits-date-range-clear-flow.mp4) | | Partly collected security deposit | Confirmation deposit shortfall after Step 5 | Common Workflows — Partly collected security deposit, Step 5, Finance — Deposits status summary cards, FAQ — Partly collected security deposit | | Wrong tenant on a booking | Valid row linked to wrong profile — Change tenant on Step 6 | Common Workflows — Wrong tenant on a booking, Step 6 — Confirm the booking status is correct, FAQ — Wrong tenant on a booking (bookings-detail-change-tenant-control.png, bookings-detail-change-tenant-flow.mp4) | | Cancel Booking vs Delete Booking | Duplicate import — Delete Booking not Cancel booking | Common Workflows — Cancel Booking vs Delete Booking, Step 1 — Check if the booking was auto-imported, FAQ — Cancel Booking vs Delete Booking (bookings-cancel-booking-modal-refund-types.png, bookings-list-canceled-tab.png, workflows-cancel-booking-refund-modal-flow.mp4) | | Portfolio retirement decisions | Duplicate import cleanup — Delete Booking not building Archive | Common Workflows — Portfolio retirement decisions, Step 1 — Check if the booking was auto-imported, FAQ — Portfolio retirement decisions (listings-archived-populated-table.png, finance-transactions-type-summary-cards.png) | | Directory list load failures | Bookings / /notifications fails before import triage | Common Workflows — Directory list load failures, Step 1 — Check if the booking was auto-imported, FAQ — Directory list load failures (notifications-module-load-failure.png, audit-manual-blocks-load-failure.png) | | Booking sidebar tab load failures | Contract follow-up Communication thread will not load | Common Workflows — Booking sidebar tab load failures, Step 4 — Send the contract, FAQ — Communication or Tickets load failure (bookings-detail-communication-tab-whatsapp-thread.png, bookings-detail-tickets-tab.png) | | Confirmation alert triage | Upcoming confirmation alert before bulk mark-read | Common Workflows — Confirmation alert triage, Step 5b — Approve confirmation receipts, FAQ — Processing a New Booking hub (notifications-row-navigate-to-booking-detail.png, bookings-detail-transactions-approve-payment-modal.png) | | Portfolio segmentation by tenant category | Assign tenant category on direct bookings | Common Workflows — Portfolio segmentation, Settings > Tenant categories, Step 2 | | Rent reduction after invoicing | Confirmation month already invoiced before schedule edit | Common Workflows — Rent reduction after invoicing, Step 3 — Review confirmation timing and the payment schedule, Glossary — Invoiced floor (rent) (bookings-detail-change-monthly-rent-modal.png, bookings-rent-reduction-invoiced-floor-flow.mp4) | | Month-end invoicing (fixed date) | Confirmation Pending mesh at month-end before bulk export | Common Workflows — Month-end invoicing (fixed date), Step 6b — Approve lingering confirmation receipts, Portfolio KPI review — Month-end invoicing (fixed date) (settings-invoicing-invoice-date-toggle.png, finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) | | Bulk Hostkit invoicing | First-month Issue allocation after confirmation month-end mesh | Common Workflows — Bulk Hostkit invoicing, Step 6b — Approve lingering confirmation receipts, FAQ — Bulk Hostkit invoicing slow (finance-transactions-bulk-selection-bar.png, settings-invoicing-hostkit-series.png) | | Utility overage collections | First Ongoing stay before first supplier bill cycle | Common Workflows — Utility overage collections, Step 6 — Confirm the booking status is correct, Entering Monthly Utility Bills — Step 4 (utilities-allocations-row-breakdown-expanded.png, utilities-allocations-review-flow.mp4) | | Check-out final utilities handoff | First Ongoing stay before first departure final overages | Common Workflows — Check-out final utilities handoff, Step 6 — Confirm the booking status is correct, Managing a Check-out — Step 6 (utilities-allocations-review-flow.mp4, bookings-detail-payment-plan-tab-schedule.png) | | Check-in to check-out handoff | Confirmed Ongoing after import needs departure planning | Common Workflows — Check-in to check-out handoff, Step 6 — Confirm the booking status is correct, Managing a Check-out — Step 1 (operations-check-in-out-check-outs-next-7-days.png, bookings-timeline-view.png) | | Check-out collections before refund | Mid-stay rent arrears on first Ongoing import | Common Workflows — Check-out collections before refund, Step 6 — Confirm the booking status is correct, Managing a Check-out — Step 6 (workflows-check-out-coordination-flow.mp4, bookings-detail-payment-plan-tab-schedule.png, finance-contract-values-in-debt-filter.png) | | Check-out ledger cleanup before refund | Duplicate confirmation transfer during Step 5b / Step 6b | Common Workflows — Check-out ledger cleanup before refund, Step 5b — Approve confirmation receipts when required, Managing a Check-out — Step 6 (bookings-detail-transactions-revert-modal-info-banner.png, finance-transactions-bulk-reject-selected-bar.png) | | Payment alert to receivables triage | Upcoming vs Ongoing payment overdue on Step 5 / Step 6 | Common Workflows — Payment alert to receivables triage, Step 5 — Record the confirmation payment, Notification triage — Step 4 (notifications-row-navigate-to-booking-detail.png, notifications-row-navigation-flow.mp4) | | Finance debt receivables triage | Unpaid confirmation charges on portfolio Top debtors | Common Workflows — Finance debt receivables triage, Step 5 — Record the confirmation payment, Common Workflows — Payment alert to receivables triage (finance-overview-income-chart-debt-aging.png, finance-overview-debt-aging-walkthrough-flow.mp4, finance-transactions-pending-pill.png) | | Handling a Late Payment collections | Unpaid confirmation → collections Steps 1–4 on Step 5 / Step 6 | | Finance Income status drill-down | Confirmation Income → In debt lines vs Top debtors on Steps 5–6 | Common Workflows — Finance Income status drill-down, Step 5 — Record the confirmation payment, Finance debt receivables triage (finance-overview-income-status-in-debt-modal.png, finance-overview-income-drill-down-flow.mp4) | | Cash flow forecast drill-down | Confirmation collections on Cash flow forecast month bars on Steps 5–6 | Common Workflows — Cash flow forecast drill-down, Step 5 — Record the confirmation payment, Finance Income status drill-down (finance-overview-cash-flow-all-payments-modal.png, finance-overview-cash-flow-drill-down-flow.mp4) | | Cancellation collections before void | Pre-cancel rent arrears on Upcoming import before policy void | Common Workflows — Cancellation collections before void, Step 6 — Confirm the booking status is correct, Cancelling a Booking — Step 2 (finance-contract-values-in-debt-filter.png, bookings-detail-transactions-approve-payment-modal.png, bookings-cancel-booking-modal-refund-types.png, workflows-cancel-booking-refund-modal-flow.mp4) |

Pair with other Processing a New Booking guide sections

Related below links this workflow to modules, concepts, settings, and escalation paths. Pair Documentation map & escalation with Common Workflows hub — Documentation map & escalation; pair Upstream & downstream workflows with Common Workflows — Workflow cross-reference. Topic-to-section pairing in sections above: Processing a New Booking section cross-reference. Full hub matrix: Common Workflows section cross-reference.

Documentation map & escalation​

Pair with other Processing a New Booking guide sections

Documentation-map bullets pair with Introduction — Section cross-reference and FAQ — Section cross-reference. Hub parity: Common Workflows hub — Documentation map & escalation. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Upstream & downstream workflows​

Pair with other Processing a New Booking guide sections

Workflow bullets pair with Common Workflows — Workflow cross-reference for inter-guide step pairing. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Navigation & bookmarks​

Pair with other Processing a New Booking guide sections

Bookmark routes pair with Management Frontend Deep Links and Create New menu. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Concepts & settings that shape this workflow​

Pair with other Processing a New Booking guide sections

Concept and settings bullets pair with Concepts hub subsection index and Concept cross-reference and Account Settings — Tab cross-reference. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Bookings, finance & collections surfaces​

Pair with other Processing a New Booking guide sections

Bookings, finance & collections surfaces bullets pair with the matching topic rows in Processing a New Booking section cross-reference. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Deeper workflow reads​

Pair with other Processing a New Booking guide sections

Concept workflow reads pair with Concepts hub subsection index and Concept cross-reference. Each concept sub-guide reciprocates with [Deeper workflow reads](../workflows/processing-a-new-booking.md#deeper-workflow-reads) anchors on Processing a New Booking bullets — hub parity: Common Workflows hub — Deeper workflow reads. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Deeper API reads​

Pair with other Processing a New Booking guide sections

API reads pair with API Reference hub subsection index and API guide cross-reference. Hub parity: Common Workflows — Deeper API reads. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Lockout catch-up after password recovery​

Pair with other Processing a New Booking guide sections

Portal verification and month-end confirmation approval delayed by lockout pair with Resetting a Management User Password. Hub parity: Common Workflows — Lockout catch-up after password recovery. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Pending manual receipt approval​

Pair with other Processing a New Booking guide sections

Confirmation receipts stay pending until Approve payments on Step 5b and Step 6b. Duplicate confirmation transfers still pending → Common Workflows — Reject/revert mistaken receipts (Reject selected, not Approve). Hub parity: Common Workflows — Pending manual receipt approval. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

WhatsApp per-booking messaging​

Pair with other Processing a New Booking guide sections

Confirmation follow-up pairs with Bookings → Communication on Step 6 — Confirm the booking status is correct — New WhatsApp message from … on bell Inbox during Notification triage — Step 1. Hub parity: Glossary — WhatsApp per-booking messaging hub · Common Workflows — WhatsApp per-booking messaging. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Bot reasoning (audit)​

Pair with other Processing A New Booking guide sections

Confirmation follow-up bot replies on Step 6 — expand Reasoning under mint Bot bubbles on Bookings → Communication → WhatsApp to audit automated replies before editing ChatBot persona or IF/THEN rules. Hub parity: Glossary — Bot reasoning (audit) hub · Common Workflows — Bot reasoning (audit). Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

ChatBot settings​

Pair with other Processing A New Booking guide sections

Pair Account Settings → ChatBot (Persona, IF/THEN, Status Bot) with thread review on Communication when confirmation follow-up bot replies on step 6. Hub parity: Glossary — ChatBot settings hub · Common Workflows — ChatBot settings. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Notification row-click navigation​

Pair with other Processing a New Booking guide sections

Upcoming Booking created / Payment received alerts pair with Notification triage — Step 4 on Step 6 — Confirm the booking status is correct — contrast bell General in-panel detail with /notifications row-click. Hub parity: Common Workflows — Notification row-click navigation. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Payment notification (operator)​

Pair with other Processing a New Booking guide sections

Upcoming Payment received and Pending manual in-payment alerts on Step 5 / Step 5b pair with account + personal opt-in layers before you bulk mark-read on Step 6. Hub parity: Common Workflows — Payment notification (operator). Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Payment alert to receivables triage​

Pair with other Processing a New Booking guide sections

Upcoming Booking created / Payment received alerts pair with Notification triage — Step 4 — contrast Upcoming confirmation paths with Ongoing payment overdue on Step 5 / Step 6. Hub parity: Common Workflows — Payment alert to receivables triage. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Finance debt receivables triage​

Pair with other Processing a New Booking guide sections

Unpaid confirmation charges pair with Step 5 / Step 6 before portfolio Top debtors — contrast Upcoming confirmation alerts with Ongoing receivables on Common Workflows — Payment alert to receivables triage. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Handling a Late Payment collections​

Pair with other Processing a New Booking guide sections

Unpaid confirmation on Upcoming stays on Step 5 — Record the confirmation payment may continue in Handling a Late Payment — Steps 1–4 when confirmation deadline passes. Hub parity: Common Workflows — Handling a Late Payment collections hub. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Dashboard Total Debt subtitle​

Pair with other Processing a New Booking guide sections

Confirmation-week Total Debt on / counts ongoing stays only — contrast Upcoming confirmation alerts with live-portfolio headline after Step 5 / Step 5b. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Uncovered Debt KPI​

Pair with other Processing a New Booking guide sections

Confirmation deposits on Step 5 may not offset arrears — when Uncovered Debt ≈ Total Debt on Finance → Overview, prioritize Top debtors before handoff to Managing a Check-in. Hub parity: Common Workflows — Finance debt receivables triage. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Finance Income status drill-down​

Pair with other Processing a New Booking guide sections

Confirmation settlement on Step 5 / Step 6 — Income → In debt is month-scoped payment lines; rank debtors on Debt Aging before Managing a Check-in handoff. Hub parity: Common Workflows — Finance Income status drill-down. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Cash flow forecast drill-down​

Pair with other Processing a New Booking guide sections

Confirmation settlement on Step 5 / Step 6 — Cash flow forecast lists every collection in a month; contrast with Income → Paid on the stacked chart. Hub parity: Common Workflows — Cash flow forecast drill-down. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Reject/revert mistaken receipts​

Pair with other Processing a New Booking guide sections

Duplicate confirmation transfers pair with Payment Allocation — Correcting mistaken receipts on Step 5b. Hub parity: Common Workflows — Reject/revert mistaken receipts. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Month-end invoicing (fixed date)​

Pair with other Processing a New Booking guide sections

First-month export after confirmation pairs with Step 6b month-end mesh — save a fixed Invoice date in Settings → Invoicing before bulk Issue allocation — pair Bulk Hostkit invoicing on the same amber toolbar banner. Hub parity: Common Workflows — Month-end invoicing (fixed date). Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Bulk Hostkit invoicing​

Pair with other Processing a New Booking guide sections

First-month export after confirmation pairs with Month-end invoicing (fixed date) (save fixed Invoice date before bulk export — finance-transactions-bulk-toolbar-fixed-invoice-date-banner.png) and Rent reduction after invoicing when Change monthly rent clamps exported months — not Hostkit slowness. Hub parity: Common Workflows — Bulk Hostkit invoicing. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Utility overage collections​

Pair with other Processing a New Booking guide sections

First Ongoing stays after confirmation pair with Step 6 — Confirm the booking status is correct before the first supplier bill cycle posts overage lines — hub: Common Workflows — Utility overage collections. Distinct from confirmation rent Handling a Late Payment — Step 1. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Check-out final utilities handoff​

Pair with other Processing a New Booking guide sections

Confirmed Ongoing stays pair with Step 6 — Confirm the booking status is correct before the first departure posts final utility overages — hub: Common Workflows — Check-out final utilities handoff. Distinct from mid-stay Utility overage collections. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Check-in to check-out handoff​

Pair with other Processing a New Booking guide sections

Confirmed Ongoing stays after Step 6 — Confirm the booking status is correct pair with Managing a Check-in — Step 4 → Managing a Check-out — Step 1 — hub: Common Workflows — Check-in to check-out handoff. Hub parity: Common Workflows — Confirmation to check-in handoff. Distinct from Check-out final utilities handoff. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Check-out collections before refund​

Pair with other Processing a New Booking guide sections

Mid-stay rent arrears on first Ongoing imports after Step 6 — Confirm the booking status is correct pair with Handling a Late Payment — Step 1 before departure-week refund planning — hub: Common Workflows — Check-out collections before refund. Distinct from Check-out final utilities handoff and Check-in to check-out handoff. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Check-out ledger cleanup before refund​

Pair with other Processing a New Booking guide sections

Duplicate confirmation bank transfers during Step 5b — Approve confirmation receipts when required / Step 6b — Approve lingering confirmation receipts when required pair with Reject selected on booking Transactions — hub: Common Workflows — Check-out ledger cleanup before refund. Distinct from rent Check-out collections before refund. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Cancellation collections before void​

Pair with other Processing a New Booking guide sections

Pre-cancel rent arrears on Upcoming imports after Step 6 — Confirm the booking status is correct pair with Cancelling a Booking — Step 2 before Step 4 — hub: Common Workflows — Cancellation collections before void. Distinct from departure-week Check-out collections before refund and duplicate Reject/revert mistaken receipts. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Rent reduction after invoicing​

Pair with other guide sections

Goodwill repricing pairs with Bulk Hostkit invoicing when external credit notes need Issue credit notes (N) — same Hostkit pacing as first-time Issue allocation. Hub parity: Common Workflows — Rent reduction after invoicing. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Same-day turnover coordination​

Pair with other Processing a New Booking guide sections

Step 1 — Check if the booking was auto-imported Timeline / Multicalendar overlap on a shared unit may be a same-day turnover — not a duplicate import. Hub parity: Common Workflows — Same-day turnover coordination. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Occupancy KPI to block hygiene handoff​

Pair with other Processing a New Booking guide sections

Step 1 — Check if the booking was auto-imported Timeline / Multicalendar overlap checks can reveal stale manual holds — run Manual block hygiene — Step 4 before you treat overlap as a duplicate import. Hub parity: Common Workflows — Occupancy KPI to block hygiene handoff. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Deposit missing on Finance Deposits​

Pair with other Processing a New Booking guide sections

Step 5 — Record the confirmation payment can leave deposit data on the booking Deposit tab while Finance → Deposits hides the row — clear or widen the toolbar date range when check-in or Refund Due Date falls outside the default ~3 months window. Hub parity: Common Workflows — Deposit missing on Finance Deposits. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Walkthrough: booking Deposit tab shows deposit data → Finance → Deposits default toolbar range with tenant search (row hidden) → Clear date range selection → portfolio row appears.

Deposit lifecycle status​

Pair with other Processing a New Booking guide sections

Step 5 — Record the confirmation payment records the first deposit allocation — review the depositStatus lifecycle pill on booking Deposit after payment. Hub parity: Common Workflows — Deposit lifecycle status. Full pairing matrix: Processing A New Booking section cross-reference · Common Workflows section cross-reference.

Partly collected security deposit​

Pair with other Processing a New Booking guide sections

Step 5 — Record the confirmation payment may leave the deposit Partially paid when the tenant transfers less than the full security deposit — chase the remaining before move-in. Hub parity: Common Workflows — Partly collected security deposit. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Wrong tenant on a booking​

Pair with other Processing a New Booking guide sections

Post-import profile checks on Step 6 — Confirm the booking status is correct pair with Change tenant when the reservation is valid but the Tenant card points at the wrong profile — contrast duplicate-row cleanup on Step 1 — Check if the booking was auto-imported (Delete Booking, not Change tenant). Hub parity: Common Workflows — Wrong tenant on a booking. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Cancel Booking vs Delete Booking​

Pair with other Processing a New Booking guide sections

Duplicate or training rows on Step 1 — Check if the booking was auto-imported use Delete Booking for mistaken imports — Cancel booking for real voids that need refund settlement. Wrong profile on valid stay → Change tenant, not this hub. Hub parity: Common Workflows — Cancel Booking vs Delete Booking. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Portfolio retirement decisions​

Pair with other Processing a New Booking guide sections

Duplicate or training rows on Step 1 — Check if the booking was auto-imported use Delete Booking for mistaken imports — or Cancel booking for real voids — not Archive property (building scope). Hub parity: Common Workflows — Portfolio retirement decisions. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Provider platform Delete Booking guard​

Pair with other Processing a New Booking guide sections

Duplicate OTA imports on Step 1 — Check if the booking was auto-imported use Delete Booking after you Reject or assign any provider platform in-payment — the guard blocks soft-archive until the row is cleared (#2076). Hub parity: Common Workflows — Provider platform Delete Booking guard. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Archived booking ledger visibility​

Pair with other Processing a New Booking guide sections

Duplicate OTA imports on Step 1 — Check if the booking was auto-imported may use Delete Booking after clearing provider platform in-payment — Manual Transactions for that reservation hide on Finance → Transactions afterward (#1897). Real voids use Cancel booking, not Delete. Hub parity: Common Workflows — Archived booking ledger visibility. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Archive property (building-level)​

Pair with other Processing a New Booking guide sections

Duplicate OTA imports on Step 1 — Check if the booking was auto-imported use Delete Booking — not building Archive. Archive property retires a whole building from pickers; it does not clean single mistaken reservations. Hub parity: Common Workflows — Archive property (building-level). Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Directory list load failures​

Pair with other Processing a New Booking guide sections

Duplicate-import triage on Step 1 — Check if the booking was auto-imported needs a loaded Bookings directory — use list-card Retry when Failed to load bookings. appears. Alert-driven entry also needs /notifications Try again before Notification triage — Step 4 row-click. Hub parity: Common Workflows — Directory list load failures · Glossary — Directory list load failures hub. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Booking sidebar tab load failures​

Pair with other Processing a New Booking guide sections

Contract follow-up on Step 4 — Send the contract and status checks on Step 6 — Confirm the booking status is correct often open Communication — Could not load messages needs header Refresh, not Bookings list-card Retry. Alert-driven entry still needs /notifications Try again before row-click. Hub parity: Glossary — Booking sidebar tab load failures hub · Common Workflows — Booking sidebar tab load failures. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Confirmation to check-in handoff​

Pair with other Processing a New Booking guide sections

Canonical upstream handoff: finish Step 6 — Confirm the booking status is correct portal gates (contract signed, confirmation charges, Tenant category, Copy / Impersonate Tenant) before Managing a Check-in — Step 1 ~7 days before move-in. Hub parity: Common Workflows — Confirmation to check-in handoff. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Confirmation alert triage​

Pair with other Processing a New Booking guide sections

Upcoming Booking created / Payment received / Pending manual in-payment alerts pair with Notification triage — Step 4 — finish Step 5b / Step 6 before Step 5. Contrast Upcoming confirmation paths with Ongoing payment overdue on Payment alert to receivables triage. Hub parity: Common Workflows — Confirmation alert triage. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Portfolio segmentation by tenant category​

Pair with other Processing a New Booking guide sections

Assign Category on Tenant Info in Step 2 before contract mail. Hub parity: Common Workflows — Portfolio segmentation by tenant category. Full pairing matrix: processing-a-new-booking-section-cross-reference · Common Workflows section cross-reference.

Key glossary terms​

Pair with other Processing a New Booking guide sections

Glossary rows pair with Glossary cluster cross-reference. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.

Module documentation hubs​

Pair with other Processing a New Booking guide sections

Module hub bullets pair with Modules — Module cross-reference. Full pairing matrix: Processing a New Booking section cross-reference · Common Workflows section cross-reference.