> ## Documentation Index
> Fetch the complete documentation index at: https://docs.deskboy.app/llms.txt
> Use this file to discover all available pages before exploring further.
# Checkouts & Statuses
> Understand the checkout lifecycle: from Hosthub sync to Elorus document issuance.
# Checkouts & Statuses
A **checkout** corresponds to a completed booking from Hosthub โ a guest stay that has ended or is expected to end. Each checkout follows a predictable lifecycle.
## Status reference
| Status | Color | Meaning | Action required |
| ----------------------------- | ------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| `NEEDS_SETUP` | ๐ก Yellow | Property missing required configuration | Complete property setup |
| `READY` | ๐ข Green | Ready to invoice | Send, or wait for auto-invoicing |
| `SENT` | ๐ต Blue | Documents issued successfully โ shown as **โInvoicedโ** | None |
| `SENT_WITH_ERRORS` | ๐ Orange | Accommodation document and payment receipt OK, climate fee failed | Click **Retry** to re-attempt the failed step |
| `WAITING_MYDATA_FINALIZATION` | ๐ก Amber โ **"Waiting myDATA"** | Accommodation invoice issued โ myDATA has not yet indexed it for climate fee linking | Automatic retry in progress (up to \~24h) โ no action required |
| `NEEDS_MANUAL_REVIEW` | ๐ด Red โ **"Manual review"** | myDATA finalization did not complete after multiple retries (\~24h) โ or the property was assigned to a different invoicing organization after documents had already been issued for the booking | **myDATA:** you will receive an email notification โ check in your invoicing application and retry myDATA submission manually. **Organization change:** assign the property back to the organization that issued the documents, then retry the send. |
| `ERROR` | ๐ด Red | Send failed entirely | Review error message and retry |
| `SPLIT` | โฌ Gray | Booking spanning two calendar years | Not invoiced directly โ two separate checkouts are created automatically |
## 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 โ 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.
## Cancellation after invoicing
If a booking is cancelled **after** its document has already been issued, the checkout does **not** disappear from the list โ 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 โ 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** โ the same amount as the issued document. On the [Declarations](/en/guides/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 โ they are declared with the cancellation fee amount. Other cancelled bookings are not declared to AADE.
## Cancelled bookings and cancellation fees
Every cancelled booking appears in the list with a red **"Cancelled"** badge, positioned on the **day of the cancellation** โ 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** โ 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** โ the same amount as the issued document. On the [Declarations](/en/guides/declarations) page you can track the declaration's progress.
A cancelled booking **without** a recorded fee simply stays visible for your records โ it is not counted in the day's counter and no document is issued.
## Pause / Resume
Stop auto-invoicing for a checkout without deleting it. Useful when you want certain bookings excluded from automatic processing โ 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 โ Auto-Invoicing](/en/guides/auto-invoicing).
### Manual Pause
Click **Pause** next to the checkout. It stays paused through subsequent syncs โ only the user can resume it with **Resume**.
## Billing contact (Business Contact)
Checkouts that issue an **invoice** require a **billing contact** โ 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 โ 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 โ select it to keep it unchanged. The suggestion hides once you start typing and reappears if you clear the text.
## 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.
## Bookings spanning two years
If a booking spans two calendar years (e.g., Dec 28, 2024 โ 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.
## 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 **โฎ** 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** โ 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](/guides/climate-fee)), 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.
## Filtering & Search
In **Bookings** you can filter checkouts by:
* **Status** (READY, SENT, ERROR, etc.)
* **Property** โ a single property, a [property group](/en/guides/properties) 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](/en/guides/properties) โ where the group's checkbox selects all of its members at once โ 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.