# Hotel step 6: check-in, check-out and booking payments

> Check guests in with their ID and room, take deposits and part payments, warn about balances at check-out, and print the invoice.

Source: https://docs.smartposhub.com/business-types/hotel/step-6-check-in-check-out-and-payments/  
Last updated: 2026-10-30  
Product: SmartPOS Hub (https://smartposhub.com)

This is the front desk's busiest moment. A booking moves **Pending → Confirmed → Checked in → Checked out**, or ends as **Cancelled** or **No-show**. Money is taken on the booking at any time, so a guest can pay a deposit, a part at check-in and the rest at check-out.

## Before you start

- The booking exists and is **Confirmed** ([step 5](https://docs.smartposhub.com/business-types/hotel/step-5-take-bookings/)).
- Your role has **Hotel: check guests in**, **Hotel: check guests out** and **Hotel: add booking payments**.
- A cash register is open at the front desk if you take cash ([Cash register and closing](https://docs.smartposhub.com/selling/cash-register-and-closing/)).

## Check a guest in

1. Open **Hotel (HMS) › Dashboard**. Today's arrivals are listed with a **Check in** button (or open the booking and click **Check in**).
2. In the window, check the room. To give another room of the same type, pick it from the list of free rooms.
3. Check or enter the **Guest ID**: **ID type**, **ID number** and an **ID scan / photo**.
4. Add a **Note** if needed and click **Check in**. The room becomes **Occupied**.

![Check in window for a booking showing guest, stay dates, the room picker with 102 Available, ID type, ID number, ID scan upload and a Check in button](https://docs.smartposhub.com/_astro/hotel-check-in-window.Cdiepqyi.png) (web app page: `/hms/dashboard`)
*The check-in window records the guest's ID and lets you change the room.*

## Take a payment or deposit

1. Open the booking (click the booking number anywhere).
2. Click **Add payment**, enter the amount, payment method and date, and save.
3. The cards at the top update: **Total / Paid** and **Balance due**. The payment status shows **Paid**, **Partial** or **Due**.

![Booking page with Check in, Add payment and Print invoice buttons, stay, nights and guests, total and paid, balance due, rooms and charges and payments](https://docs.smartposhub.com/_astro/hotel-booking-detail.CyZGmkxD.png) (web app page: `/hms/bookings/{id}`)
*The booking page: stay, rooms and charges, extras, tax, payments and balance due.*

Customers who pay later in several parts work like any credit customer. See [Credit and part payments](https://docs.smartposhub.com/selling/credit-and-partial-payments/).

## Check a guest out

1. On the dashboard, click **Check out** next to today's departure (or use the booking's **Actions** menu).
2. If a balance is due, the window warns you and offers **Add payment**. Take the payment first.
3. Confirm the check-out. The room becomes **Dirty** for housekeeping.
4. Click **Print invoice** if the guest wants a copy.

## On a phone

In the SmartPOS Business app, the **Hotel** screen opens each booking as a guest folio with the stay, rooms, charges and paid amount, and **Check in** and **Payment** buttons.

![Guest folio in the SmartPOS Business app with stay dates, room, charges, tax, total, paid and Check in and Payment buttons](https://docs.smartposhub.com/_astro/hotel-app-guest-folio.GhGXRbP_.png)
*Guest folio in the SmartPOS Business app.*

## Tips and mistakes to avoid

- Take the ID at check-in even for repeat guests; it is stored with that booking.
- Use **No-show** (not Cancel) for guests who never arrive, so your no-show rate in reports is right.
- Overdue departures are flagged on the dashboard. Check them out or extend the booking before night audit.

## Next step

  - [Step 7: Room board and housekeeping](https://docs.smartposhub.com/business-types/hotel/step-7-room-board-and-housekeeping/)
  - [Customer ledger](https://docs.smartposhub.com/customers/customer-ledger/)

## Frequently asked questions

### Can I move a guest to another room at check-in?

Yes. The check-in window lists free rooms of the same type, so you can give the guest a different room before you click Check in.

### Can a guest check out with money still due?

The check-out window warns you about any balance and offers Add payment. If you still check the guest out, the balance stays due on the booking and in the guest's ledger.

### How do I take a part payment?

Click Add payment on the booking, enter the amount and method and save. The booking shows Partial until the balance is paid.

### Where do booking payments go?

Into the payment account of the method you chose, like any sale payment. They show on the guest's ledger and in the Sell Payment Report.

### What happens to the room after check-out?

It becomes Dirty so housekeeping knows to clean it, unless you switched that off in Hotel settings › Housekeeping, in which case it becomes Available.

### Can I print a confirmation and an invoice?

Yes. Print invoice on the booking page prints the invoice or confirmation with your logo, the payments, the cancellation policy and your terms.