Business guests often require invoices issued in the company’s name. By adding a company profile to the booking, you can generate these invoices effortlessly. Learn how to set up and manage company profiles in your Property Management System here.
A company profile stores the key contact details for a business. When you add company information to a reservation, the system automatically creates a company profile that remains available for future use. This makes linking the same company to future bookings fast and effortless. All company profiles are conveniently stored under 'Profiles' in your PMS main menu.
How to set up a company profile:
- Go to the reservation you would like to add the company to. Click on Add Company in the bottom right of your screen:
- In the pop up that appears, fill out the details accurately, preferably all fields to make the profile as detailed as possible. Mind you, the fields with a red asterisk (*) are mandatory, if not filled out, the profile can not be saved.
As you begin typing the company name, the system will display a dropdown menu with any existing company profiles that match your entry. You can select a profile from this list or continue to create a new company profile if needed:
⚠️ Be aware:
If you select an existing company profile and update its details, those changes will apply to the profile going forward. Any changes you make will be saved permanently until they are updated again.
Each profile is linked to a unique email address, which cannot be used for multiple company profiles. Due to this however, searching for the correct company profile can be done efficiently by simply entering the correct email address when adding the company to the reservation. Please do always check the details with your guest before adding the chosen profile to the booking.
- Hit Save once all details are correctly added, or if the correct profile is chosen from the drop down menu. The profile will be linked to the reservation as a temporary message will attest;
Where to find all company profiles:
- Go to Profiles form the system's main menu and select the tab 'Companies':
💡Tip 1:
To sort the list by a specific field, such as name or language, simply click the corresponding column header. The list will automatically reorder based on your selection.
💡Tip 2:
Use the Filter to find the company you are looking for: 
Enter precise details to easily locate the correct company profile.
Access, view company’s past records and edit the profile:
- In the tab Companies from the Profiles feature click on the eye icon to open the details of this profile:
- To edit the profile click on the profile tab:
- To view past records of this company profile go to the Summary field:
- Upload files, such as standard letters to be provided to guests upon arrival in the Select Files field:
- To view all previous reservations and to be able to open them, select the Bookings tab:
- To access all financial documents related to the company’s previous and current bookings open the Billings tab.
- To view the credit card on file, or to add/delete a credit card on file go to Credit Card:
- Add notes applicable to this company profile for internal use:
💡Tip:
Merge profiles :
If you have accidentally created two profiles for the same company and need to combine their information, you can use the merge function:
- Navigate to the Profiles section in the main menu and find the company profile you want to serve as the primary profile for the merge—all information will be retained from this profile.:
- Click on the More Action button (three dots behind one of the to be merged profiles) and select ' Merge company ':
- In the pop up that appears search for the profile that needs to be merged, select the one applicable:
- Hit Save to merge:
- The two profiles will now be merged into one as a temporary message will attest:
