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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

StatusColorMeaningAction required
NEEDS_SETUP🟡 YellowProperty missing required configurationComplete property setup
READY🟢 GreenReady to invoiceSend, or wait for auto-invoicing
SENT🔵 BlueDocuments issued successfully — shown as “Invoiced”None
SENT_WITH_ERRORS🟠 OrangeAccommodation document and payment receipt OK, climate fee failedClick Retry to re-attempt the failed step
WAITING_MYDATA_FINALIZATION🟡 Amber — “Waiting myDATA”Accommodation invoice issued — myDATA has not yet indexed it for climate fee linkingAutomatic retry in progress (up to ~24h) — no action required
NEEDS_MANUAL_REVIEW🔴 Red — “Manual review”myDATA finalization did not complete after multiple retries (~24h)You will receive an email notification. Check in your invoicing application and retry myDATA submission manually.
ERROR🔴 RedSend failed entirelyReview error message and retry
SPLIT⬜ GrayBooking spanning two calendar yearsNot invoiced directly — two separate checkouts are created automatically

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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 those checkouts are excluded from invoicing
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: according to the official procedure, cancelled bookings can be declared as cancelled to AADE with a zero amount (full refund to the guest) or with the partial amount you collected, if your cancellation policy imposed a partial charge. On the Declarations page you set the amount and submit the declaration, or skip it.
  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 skips cancelled bookings — nothing is submitted without your action, because the declared amount needs your confirmation.
Bookings cancelled before a document is issued have no fiscal significance and are not shown in the list.

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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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Automatic skip via notes

If a Hosthub booking has a ##sync-skip note, the system automatically pauses the checkout during sync. Remove the note from Hosthub and the checkout will resume on the next sync.
Useful if you want to pause document issuance for a booking directly from Hosthub.

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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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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.
In Bookings you can filter checkouts by:
  • Status (READY, SENT, ERROR, etc.)
  • Property
  • Date range (checkout date)
  • Paused (yes/no)