The Folio Balances Report provides an overview of reservation balances by categorizing payment data into two groups:

• Payments Receivable – reservations with outstanding balances (payment still due)
• Payments Payable – reservations where payments exceed charges

The Folio Balances report can be run for all properties for your innRoad client.

If you want to limit the data to a single property, select a property in the top-right corner.

What can I use the Folio Balances Report for

This report helps you identify whether a reservation requires adjustments—such as adding or removing charges, or applying payments—to bring the balance to zero.

• Find Reservations with Outstanding Payments
• Spot Reservations with payments exceeding charges

How to configure the Folio Balances Report

Step 1. Set the Effective Date

Choose the date for which the report should be generated. 

You can select:

• Today
• Yesterday
• Custom Date (via a date picker)

Step 2. Select Reservation Statuses

Decide which reservation statuses you want to include in the report:

You can select all statuses, or pick specific ones to narrow down your data.

Step 3. Choose Included Balances

Define which balances should be reflected in the report:

• Receivable balances - reservations with pending payment.
• Payable balances - reservations where payments exceed charges.
• All balances (both receivables and payables) – this is the default.

Step 4. Sort Report By

Choose how to sort data in the report:

• Guest Name
• Reservation Number
• Room Number
• Folio Balance
• Arrival Date
• Departure Date

Step 5: Advanced Inputs

You can choose a number of options to further narrow down the report's output or customize the data included in the report.

Step 5.1. Display Account / Company Name

Choose to include or exclude the account or company name in the report:

The default setting is to Exclude Account /Company names.

Step 5.2. Include Pending Folio Transactions

Decide if pending Folio items should be included:

Pending Folio items could be changed before they are Posted and Locked during the Night Audit process.

The default settings includes Pending folio items.

Step 5.3. Include Authorization

Decide whether to include payment authorizations in the report:

Authorizations are credit card payments that put a hold on the cardholder's balance, but do not capture payment. 

The default setting excludes Authorizations. 

Click Run once you've configured the report to see the output.

What data is shown in Folio Balance report

When you run the report, you will see 2 sections:

• Summary View: A table of Folio data, grouped by Balance type (Payable or Receivable) of included reservation statuses.
  
• Detailed view: A table of reservations, their current balance, confirmation number, and stay details.
  

Use Cases

Find Reservations with Outstanding Payments

Goal: 

Quickly find guests who owe money so you can follow up on payments before check-out or closing the month.

Steps:

• Open the Folio Balances Report.
• Set Effective Date: Choose Today or a custom date if checking for a past day.
• Select Reservation Statuses: Include all statuses to catch unpaid balances.
• Choose Included Balances: Select Receivable.
• Sort Report By: Choose Departure Date to see who is about to leave.
• Advanced Inputs:
  • Keep Pending Folio Transactions included (default).
  • Exclude Authorizations (default).
• Click Run.

Review the Summary View for total owed balances. For a detailed list of reservations, check the Detailed View and click the Reservation Number to open specific reservations.

Spot Reservations with payments exceeding charges

Goal: 

Identify where guests overpaid and process refunds or folio adjustments.

Steps:

• Open the Folio Balances Report.
• Set Effective Date: Choose Today.
• Select Reservation Statuses: Include all reservation statuses, or narrow down the search to Cancelled and Checked-out.
• Choose Included Balances: Select Payable.
• Sort Report By: Choose Folio Balance to prioritize highest overpayments.
• Advanced Inputs:
  • Enable Display Account/Company Name if handling company reservations.
  • Include Pending Folio Transactions (default).
• Click Run.

In Detailed View, review overpaid reservations.