The Unpaid Reservation Tracker is an agent that identifies confirmed reservations with outstanding balances. It helps you find reservations with uncollected money so you can close the month with accurate revenue figures.
The agent scans all confirmed reservations with a check-in or check-out date in the current calendar month. It compares the guest's total paid amount against the expected host payout. If the total paid is less than the host payout, the tracker flags the reservation in a report.
This read-only tool doesn't modify reservations or initiate payments.
Limitations
- Comped reservations: The report automatically excludes comped reservations with a zero or negative host payout.
- Reservation status: The tracker only scans reservations with a "Confirmed" status.
- Security deposits: The tracker only tracks the final host payout versus payments received, not security deposits.
Understand the Unpaid Reservation Tracker
The tracker flags all reservations where the host payout is greater than the total paid. This includes reservations with partial payment plans or charges added after the initial booking.
Important:
When the tracker checks a reservation depends on the booking channel. For all channels except Airbnb, the tracker checks reservations one day after the check-in date if the payment status is unpaid or partially paid. For Airbnb reservations, the tracker checks one day after the check-out date.
You can manually cross-reference the data by running reservations reports for financial data.
The tracker runs automatically twice a month at 08:00 UTC:
- On the 20th of the month: This provides a mid-month snapshot of any unpaid reservations.
- On the 30th of the month: This provides a final report before you close your books for the month. This report may include reservations that also appeared in the 20th-of-the-month run, allowing you to catch any late adjustments.
The tracker can also be triggered manually.
Run the Unpaid Reservation Tracker manually
In addition to the scheduled run, you can trigger the tracker manually at any time from the Agents hub.
Step by step:
- Sign in to your Guesty account.
- In the side navigation menu, click
Agents hub. - In the left submenu, click Discover agents.
- At the top, select the Finance tab.
- Click the Unpaid Reservation Tracker tile.
- Under "When it runs" click Run now.
Review the results and status of the run in the activity feed.
Review the activity feed
Follow the steps below to review your activity feed.
Step by step:
- Sign in to your Guesty account.
- In the side navigation menu, click Agents hub.
- In the left submenu, click Agent activity.
- Click the relevant row with the agent's name to review the report details in the right side panel.
Understand the report status and details
After each run, you can find the report in your activity feed. The report will have one of the following statuses:
- Done: The run completed successfully and no unpaid reservations were found.
- Action needed: Unpaid reservations were found and require follow-up.
The report includes a summary with the following information:
- Total reservations scanned
- Number of flagged reservations with unpaid gaps
- Total unpaid amount across all flagged reservations
The detailed report is sorted by check-out date (oldest first) to help you prioritize. It includes the following information:
- Reservation number (for example, GY-9h63z6Bt)
- Guest name
- Relevant listing
- Check-in date
- Check-out date
- Host payout
- Total paid
- Unpaid gap
- Status
Resolve flagged reservations
Since the tracker is a reporting tool, you'll need to take action on any reservations it flags. Review the flagged reservations in the activity feed report, then manually pursue outstanding payments by contacting the guest, applying outstanding charges, or adjusting the reservation as needed.
Tip:
Learn more about our accounting best practices: Weekly tasks.
Use the report from the 30th of the month as a final check before your monthly financial close.
