Finance & daily planner

Money flow — tracked manually, by design

There is no bank integration: every incoming payment is recorded by hand, so the team always knows consciously whether the money for a stay has arrived.

Open a booking in the calendar → Money flow:

• Record payments as deposit / balance / security deposit / refund with method (bank transfer, cash, external card, payment link), date and reference.
• The status chip updates instantly: Unpaid → Partially paid → Paid. Security deposits are tracked but never count towards the stay balance; refunds reopen it.
• The same status appears in the Bookings list (payment column) and drives the urgent payment items in the daily planner (open balance + arrival within 3 days = red).

Guest invoices (UAE / FTA-compliant)

Researched basis: UAE VAT Executive Regulation, Art. 59 — the invoice carries the words TAX INVOICE, supplier name/address/TRN, licence & ORN (from your Legal & Company profile), a gapless sequential number (INV-2026-00042), issue and supply dates, per-line net / VAT 5% / gross in AED — and the Tourism Dirham as a separate government fee outside the VAT base. Simplified invoices remain lawful for non-registered guests; the full layout covers both cases, with an optional recipient TRN field for corporate clients.

Workflow in the booking dialog → Invoices:

1. New invoice — billing name/address pre-filled from the guest, editable; issue → the A4 print view opens (browser Print → Save as PDF; production adds a PDF service).
2. Line items are snapshotted at issue time. Manually agreed package rates are back-calculated into a consistent breakdown and flagged as derived.
3. Issued invoices are immutable — corrections go through void + re-issue.
4. Delivery log: record every copy that leaves the house — copy #, channel (e-mail / print / post / WhatsApp), recipient address, date, note. “Which copy went where, when?” is always answerable.

Unit running costs & landlord statement

For apartments where the agency manages the operating and communication costs, record them per unit under Unit → Running costs: one-time or recurring (monthly / quarterly / yearly) entries by free cost category — internet, waste disposal, stairwell cleaning, repairs, and so on. Each entry is either charged to the owner (it reduces the net rent on the statement) or covered by the agency (shown for transparency only). Recurring costs repeat from their start date until an optional end date — occurrences are expanded on the fly, nothing to maintain monthly.

The landlord statement (nav → Statements, landlords see My Statement) is the detailed cost report and payout journal for any period: gross revenue per stay, the agency fee, costs by category, net rent, every transfer recorded in the period and the open balance — plus the non-revenue KPIs (cancellations with lost share, rejected/expired bookings, rejected and unanswered website requests, guest complaints, own-use nights). Download PDF opens the A4 print view; the Export menu downloads the same numbers as CSV (Excel-friendly), a real Excel workbook or a simplified DATEV Buchungsstapel — for the landlord’s or agency’s own bookkeeping and for forwarding to a tax advisor. Every export and the statement PDF carry the agency’s demo digital signature (a SHA-256 content fingerprint with signer and timestamp — an integrity check, not yet a qualified signature).

The statement page also lists invoice copies: every invoice issued for a stay on the landlord’s units can be downloaded (A4 / PDF) self-service, without e-mailing the agency.

The agency fee resolves through a three-level chain — unit override → landlord rate → agency default (20 %, changeable under Landlords) — so a global change never clobbers negotiated rates.

Landlords can also register their own use as a yearly recurring block (e.g. “Aug 1 × 14 nights”): the system creates the owner stays for the coming years and skips — and reports — years where the apartment is already booked.

Daily / weekly planner

Tasks in the navigation answers “what’s due today?” for the next 7 days:

Item	Source
🔴 Urgent outstanding payment	open balance, arrival ≤ 3 days (automatic)
🛬 Check-ins / 🛫 Check-outs (turnovers)	bookings (automatic)
⏳ Expiring option holds	bookings (automatic)
⚙ Housekeeping notices	created automatically when stays are extended, shortened or relocated — “Stay extended — no turnover on 21 Aug”
☑ Manual tasks	you — e.g. “guest requests extra coffee capsules” (guest request), “coffee machine broken — replace” (maintenance, urgent)

Manual tasks have category, priority, due date and an optional unit/booking link. Overdue tasks roll onto today with an OVERDUE marker until done. Landlords never see the planner.

Cleaning rounds & teams

Days with two or more checkout cleanings show a Cleaning route map: numbered stops in a suggested driving order (nearest-neighbour + 2-opt on straight-line distance; OSRM draws the real road route for that order when the routing service is reachable — otherwise a dashed straight-line fallback with a note). The chip row below the map spells out the order with a suggested cleaning slot per stop (driving + cleaning time, scaled by bedrooms), plus total distance and driving time.

The order is time-window aware: an apartment only becomes cleanable after its checkout (a granted late checkout delays it), and a same-day turnover must be guest-ready before the next check-in (a granted early check-in tightens the deadline). When one crew cannot make every deadline, the affected stops turn red — “consider a second crew or moving a check-in”.

Cleaning teams (external partners) are managed from the planner header and assigned per apartment in the unit settings. Cleaning plan PDF opens an A4 print view — daily or weekly, optionally filtered to one team — listing each day’s turnovers in the suggested visiting order with address, size, checkout time, a red next check-in deadline for same-day turnovers, the departing guest and a blank notes column. Open housekeeping tasks for the period are appended per day. Browser “Print → Save as PDF” produces the file you send to the partner.

Dashboard charts

The dashboard renders animated ApexCharts in the brand palette: occupancy area (next 60 days), revenue by arrival month, source-mix donut in the channel colours and the payment-status radial for upcoming stays (agency only). Landlords get the same occupancy, revenue and source charts scoped to their own units.