Long Stay: Rooms and apartments sold by the month

Sell rooms and serviced apartments by the month, with part months prorated by the nights stayed. With Hotel Management, each long stay bills itself every month, in advance or in arrears, and the desk sees the next bill, what was billed and what is still due. Agreements print with their rent reviews, security deposits are held and settled, and reminders chase what is late. Apartments you rent out for their owners get owner contracts, monthly owner statements and an owner portal.

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Hotel Foundation

Long Stay in the Hotel Suite: Rooms and apartments sold by the month

Monthly Billing That Runs Itself

With Hotel Management, each long stay carries a billing schedule from its rate plan: every calendar month, every month from the arrival day or every N days, in advance or in arrears. The Long Stay tab shows the next bill, what was billed and the balance, with one line per bill: planned, to pay or paid. Length of Stay Prices give a discount or a monthly price from N nights. Change Long Stay extends, takes notice, terminates, changes the rent or moves room.

Agreements, Printed and Reviewed

Make the agreement from the stay: the guest, the company billed, the unit, the term, the notice period and the rent. The Rent tab keeps every rent change with its reason, and a rent review on a set date with its escalation. Print gives the agreement with what the rent includes and the house rules. The Running and Rent Review Due filters find the agreements to act on. For Saudi Arabia, Ejar Data exports what Ejar registration asks for, in CSV or Excel.

Security Deposits, Services and Meters

The security deposit is asked for, received and held, with what the hotel keeps listed as deductions: damage, cleaning or other. Settle the Deposit takes the deductions out of it first, then pays the stay's open bills, and refunds what is left or leaves it as a credit; it warns when the guest is still in house. Recurring services on the agreement, such as parking and internet, are charged once every billing period. A meter reading charges the units used on the bill.

Reminders, Statements and Long-Stay Taxes

Overdue long-stay bills get payment reminders in steps: a friendly reminder a day after the due date, a second one with a call from the desk after seven days, and a final notice after fourteen, each with an optional late fee. The monthly statement of account lists the bills, what was paid, what is due and how late. Long Stay Tax Rules change a tax or levy by length of stay; the presets for Saudi Arabia, the United Arab Emirates and Kenya ship switched off.

Four Long-Stay Reports

Long-Stay Arrears by Age shows what each guest or company paying still owes, and how late it is. Long-Stay Occupancy and Run-Rate counts the long stays in house and what they pay in a month. Stay Length Mix splits the room nights and room revenue of a period by length of stay. Agreements Ending or Due for Review lists the agreements that end, or whose rent is reviewed, in the days ahead. Each one exports to PDF or Excel.

Unit Owners: Contracts, Shares and Owner Stays

For apartments the hotel rents out for their owners. The owner contract lists what the owner shares in and the management fee the hotel keeps, line by line, and whether the owner earns when the night is charged or when the guest has paid. Unit Ownership holds co-owners and their shares, such as 60 and 40. An owner stay takes the unit off sale, booked at the desk or asked for online. A vendor bill line can charge a repair to the unit's owner.

Owner Statements and the Owner Portal

Prepare Owner Statements makes each contract's statement for the period, left to check. Its lines give every night and charge with the owner's share, the management fee and the net, and an item from an earlier period is flagged as such. Confirm it, make the owner bill and pay the owner in Accounting. Owners sign in to see their units, the net settled this year and their statements, and open a unit's calendar to book their own stay.

What's inside

Everything in Long Stay

50 items in 6 areas, every one shipping with the app today.

Monthly rates and prices
- Priced per monthOn a rate plan priced per month, its rates, seasons, weekday prices and the rack and extra-person prices are monthly amounts.
- Part months, three waysBy the days of each calendar month, by a 30-day month, or by the nights of the billing period; a full month adds up exactly.
- Minimum stay set for youA plan switched to per month gets a minimum stay of 28 nights.
- Derived plans stay in stepA plan derived from another is priced per month only if its parent is, so the two never mix.
- Length of Stay PricesFrom a number of nights, a discount, a weekly price or a monthly price, for every room type or for one.
Monthly billing (with Hotel Management)
- A billing schedule on the stayIn advance or in arrears; every calendar month, every month from the arrival day, or every N days, taken from the plan.
- First advance before arrivalThe first rent in advance billed a number of days before the guest arrives.
- Bills that run themselvesEach bill is made and emailed with its pay link on its day; Bill Now makes what is due on today's hotel day.
- Rent in advance, heldAn advance is held on Guest Deposits and pays the period invoice for the part the guest has paid.
- Bills never rewrittenA stay shortened, extended, moved or repriced gets corrections: a credit note or a further invoice.
- Long Stays listNext bill, billed, balance and overdue; In House, Arriving, In Arrears and In Advance; grouped by plan or next-bill month.
- Long Stay BillingOne line per bill across every stay, To Pay, Planned or Paid, with what is still due.
- Change Long StayExtend with an overbooking check, notice to vacate, early termination, a rent change from a date, or a room move.
- Early termination chargeNo charge, a number of days of rent, or the rest of the notice period.
Agreements
- Made from the stayThe guest, the company billed, the unit, the term, the notice period, the signed date and the room service.
- Rent per month or per nightEvery rent change kept with its start date and its reason.
- Rent reviewsA review date with an escalation in pct or an amount, Apply the Rent Review, and a to-do two weeks before.
- Included and house rulesWhat the rent includes and the house rules, printed on the agreement.
- Printed agreementA clean PDF of the agreement; the signed copy uploaded on its own tab, then Signed: Start the Agreement.
- Send for SignatureWith the Sign app, the agreement goes out for an electronic signature.
- Saudi Arabia (Ejar)The Ejar contract number and tenant ID, and Ejar Data in CSV or Excel, for a Saudi company or an agreement with an Ejar number.
- FiltersRunning, Draft, Notice Given and Rent Review Due, grouped by status or end month.
Deposits and living in
- Security depositsAsk for the Deposit by email, Deposit Received, then held on a liability account of its own.
- DeductionsDamage, cleaning or other charges, invoiced and paid out of the deposit.
- Settle the DepositThe deductions taken out of it first, then the stay's open bills paid, and the rest refunded or left as a credit; every step posted.
- Recurring servicesParking, cleaning, laundry, internet or other, charged on the stay's bill once every billing period (with Hotel Management).
- Meter readingsElectricity, water, gas or other: the units used since the last reading, charged on the bill (with Hotel Management).
- Long-stay room serviceEvery day, twice a week or once a week, from a number of nights or on the agreement (with Hotel Housekeeping).
- Guest portalAt /my/long-stay the guest sees the stay, opens their invoices to pay online and asks for a repair; Portal Access gives the login.
- Repairs asked onlineA maintenance request on the room when Maintenance is in your plan, else a to-do for the desk.
Getting paid, taxes and reports
- Payment remindersSteps by days after the due date, each with its email, an optional late fee and a call from the desk; three steps ship.
- Charge saved cardsBills charged to the guest's saved card, switched on per hotel and per stay, with the charge status on the invoice.
- Monthly statementBills, payments, what is due and how late, per guest or per company paying; Send Statement or every month by email.
- Long Stay Tax RulesFor a sales tax or a levy: exempt after N nights, exempt with notice or an agreement, first N nights only, or replaced.
- Five presets, switched offSaudi Arabia VAT, United Arab Emirates VAT, the Dubai Tourism Dirham, and Kenya's residential VAT exemption and Tourism Levy.
- Four long-stay reportsStay Length Mix, Long-Stay Occupancy and Run-Rate, Long-Stay Arrears by Age, and Agreements Ending or Due for Review.
Unit owners
- Switched on per hotelThe hotel's Unit Owners setting, with the owners' share, fee and recharge accounts and the journal.
- Owner contractsStatements every month, quarter or year; the owner earns when the night is charged or when the guest has paid.
- Revenue shared, line by lineRoom nights, fees, extras, cancellations or damage, each shared or not, with its management fee.
- Fees and costsA fixed fee, a markup on costs, cleaning per departure and, with Hotel Management, the travel agent's commission.
- Payout termsCurrency, bank account, a minimum payout, what happens when the owner owes, and the fee deducted or invoiced with tax.
- Co-owners and changes of ownerShares per unit, Change Owners from a date, and an Owners button on the room; settled nights never change.
- Owner staysThe unit off sale, booked at the desk or asked for online, within the contract's nights a year, notice and cancellation days.
- Owner expensesA cost with its category, markup and receipt, approved, or taken from a vendor bill line charged to the unit's owner.
- Owner statementsCompute, Confirm, Make Owner Bill, Pay Owner, Send and Reopen; earlier-period items flagged; PDF and email.
- Needs a UnitAn item that matches no unit is put on a unit or kept by the hotel before the statement is confirmed.
- Prepared for youPrepare Owner Statements, or every day by itself, with the owner bill made, posted and sent if you choose.
- Owner portalUnits, net settled this year, payouts, next stays, a calendar per unit, owner stays booked and cancelled, statements in PDF.
- What owners see of guestsNights and amounts only, the guest's first name, or the full name, set per hotel.
- Unit Owners: Occupancy and RevenueGuest, owner and out-of-order nights per unit, guest occupancy, the owner's share, the fee and the costs.