> ## Documentation Index
> Fetch the complete documentation index at: https://docs.etherly.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 β 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` | π‘ Yellow | Property missing required configuration | Complete property setup |
| `READY` | π’ Green | Ready to invoice | Send, or wait for auto-invoicing |
| `SENT` | π΅ Blue | Documents issued successfully β shown as **βInvoicedβ** | None |
| `SENT_WITH_ERRORS` | π Orange | Accommodation document and payment receipt OK, climate fee failed | Click **Retry** to re-attempt the failed step |
| `WAITING_MYDATA_FINALIZATION` | π‘ Amber β **"Waiting myDATA"** | Accommodation invoice issued β myDATA has not yet indexed it for climate fee linking | Automatic retry in progress (up to \~24h) β no action required |
| `NEEDS_MANUAL_REVIEW` | π΄ Red β **"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` | π΄ Red | Send failed entirely | Review error message and retry |
| `SPLIT` | β¬ Gray | Booking spanning two calendar years | Not invoiced directly β 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 those checkouts are excluded from invoicing
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 β 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 β 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](/en/guides/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 β 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.
## Pause / Resume
Stop auto-invoicing for a checkout without deleting it. Useful when you want certain bookings excluded from automatic processing β 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 β Auto-Invoicing](/en/guides/auto-invoicing).
### Manual Pause
Click **Pause** next to the checkout. It stays paused through subsequent syncs β only the user can resume it with **Resume**.
### 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.
## Billing contact (Business Contact)
Checkouts that issue an **invoice** require a **billing contact** β 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 β 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 β select it to keep it unchanged. The suggestion hides once you start typing and reappears if you clear the text.
## Bookings spanning two years
If a booking spans two calendar years (e.g., Dec 28, 2024 β 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.
## Filtering & Search
In **Bookings** you can filter checkouts by:
* **Status** (READY, SENT, ERROR, etc.)
* **Property**
* **Date range** (checkout date)
* **Paused** (yes/no)