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Checkouts & Statuses

A checkout corresponds to a completed booking from Hosthub — a guest stay that has ended or is expected to end. Each checkout follows a predictable lifecycle.

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Status reference

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Automatic sync

Etherly Sync syncs automatically with Hosthub at regular intervals. During each sync:
  • New bookings are added immediately as checkouts
  • Changes (dates, amounts, guest info) are updated automatically
  • Cancellations are detected and the corresponding checkouts are marked as cancelled — only a cancellation fee you record gets invoiced (see below)
You can also trigger a manual sync at any time by clicking Refresh on the Bookings page.

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Cancellation after invoicing

If a booking is cancelled after its document has already been issued, the checkout does not disappear from the list — it stays visible with a red “Cancelled” badge, so it stands apart from normal invoiced bookings. The send progress in the expanded row keeps showing the documents that were already issued (invoice/receipt, payment, climate resilience fee) with their IDs and timestamps — the cancellation does not erase the issuance history. In this case you automatically receive an email notification, because action is required on your side:
  1. AADE declaration: if your cancellation policy imposed a charge and you collected a cancellation fee, the booking is declared as cancelled with the amount you collected — the same amount as the issued document. On the Declarations page you can track the declaration’s progress.
  2. Credit note: if you wish to issue a credit note for the document that was already issued, you will need to do so in your invoicing provider (e.g. Elorus).
Automatic final AADE declaration includes cancelled bookings for which you have recorded a collected cancellation fee — they are declared with the cancellation fee amount. Other cancelled bookings are not declared to AADE.

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Cancelled bookings and cancellation fees

Every cancelled booking appears in the list with a red “Cancelled” badge, positioned on the day of the cancellation — not on the original checkout date. A November booking cancelled today shows up under today’s bookings. Expanding the booking row shows the cancellation date in bold under Booking Details. If your cancellation policy imposed a charge and you collected a cancellation fee, expand the booking row and record the amount via the pencil icon on the “Cancellation fee collected” line (under Invoicing Details):
  1. Document issuance: once an amount is saved, a document is issued for the cancellation fee only — with no climate resilience fee and no stay duty, since no stay took place. Issuance happens automatically by that day’s auto-invoicing run (as long as you enter the amount before the scheduled run) or manually with the send button.
  2. AADE declaration: the booking is declared as cancelled with the cancellation fee amount you recorded — the same amount as the issued document. On the Declarations page you can track the declaration’s progress.
A cancelled booking without a recorded fee simply stays visible for your records — it is not counted in the day’s counter and no document is issued.

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Pause / Resume

Stop auto-invoicing for a checkout without deleting it. Useful when you want certain bookings excluded from automatic processing — they stay in the app and won’t be invoiced until you decide how to handle them.
For a permanent exclusion of an entire booking channel or a specific property, configure it in Settings → Auto-Invoicing.

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Manual Pause

Click Pause next to the checkout. It stays paused through subsequent syncs — only the user can resume it with Resume.

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Billing contact (Business Contact)

Checkouts that issue an invoice require a billing contact — the Business Contact (Required for Invoice) field in the checkout’s expanded row. Click the field to open the search and pick a contact from Elorus. To change an already saved contact, click Change: the search opens without deleting the existing contact. The new contact is saved only when you select it — if saving fails, the search stays open and the previous contact remains untouched.
If you opened the search by mistake, the previous contact appears as an option below the search field — select it to keep it unchanged. The suggestion hides once you start typing and reappears if you clear the text.

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When a send does not complete

Once you press send, the app follows the job and tells you how it ended:
  • If the send fails, a notification shows the reason. The booking stays in the same status, so you can send again once you have fixed the underlying problem.
  • If the send is taking a while, a notice tells you it continues in the background. Refresh the list shortly to see the final result.
The details stay recorded in the send progress: expand the booking row and the failed step is shown with a “Show error” link that opens the full message.
The next morning’s daily report also summarises the bookings that need attention.

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Bookings spanning two years

If a booking spans two calendar years (e.g., Dec 28, 2024 → Jan 3, 2025), the system handles it automatically: two separate checkouts are created (one per year) with amounts split proportionally per night. Each checkout is invoiced in the correct fiscal year.
Year-Boundary Splits happen automatically. No action is required from you.

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Sync with invoicing provider

Sync is useful when a document was issued manually in your invoicing provider, outside the app: it brings that information into the app, so the short-term rental declaration and the Climate Resilience Fee form work correctly. From the ⋮ menu next to the Refresh button, the Sync with invoicing provider option checks the documents that exist in your invoicing app for the month you select. Anything that appears to have been issued outside the app is shown grouped per booking — stay document and climate fee receipts together, when they are linked to each other or point to the same booking. If the booking already has a document issued through the app, you will see a Possible duplicate issuance notice so you can check it in the provider. With the Sync button, the booking’s documents are recorded: the booking becomes “Sent”, the climate fee receipts are added to the Climate Resilience Fee form (more), and auto-invoicing will not issue duplicate documents. If the set does not include a climate fee receipt, you can issue it right afterwards from the app. With Dismiss, the whole set of documents is marked as reviewed. In Bookings you can filter checkouts by:
  • Status (READY, SENT, ERROR, etc.)
  • Property — a single property, a property group or a connection
  • Date range (checkout date)
  • Paused (yes/no)
The Property filter opens as a checkbox list: Select all at the top, the properties grouped by group — where the group’s checkbox selects all of its members at once — and a search box to find one quickly. You can combine properties from different groups. With nothing ticked you see all properties. While a selection is active, a strip above the list names it and shows how many properties it covers, with a Clear button. The choice is remembered for this page. In the Today tab, properties are shown grouped, provided you have created groups; properties not assigned to any group go to the “Ungrouped” group at the end. The Upcoming, History and All tabs show bookings in a single chronological order.