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How do I reconcile all my bookings?

How do I reconcile all my bookings?

Below is a 3-step guide for an easier reconciliation of bookings.

Step 1: Understand how ITILITE charges bookings to your Card

  1. All Flight bookings are paid at the time of the booking (and your card will be charged immediately)
  2. For hotel reservations, only Pay Now bookings are charged on your card immediately
    1. Pay at Hotel bookings are charged by the Hotel, at the time of check-in or check-out
    2. For Pay at Hotel bookings, the Merchant name in the card statement will be that of the Hotel
  3. All Car rentals are Pay at the Counter (i.e., the Car Rental Agency will charge your Card when you return the car, or in select cases, when you pick one up). There is no charge on your card at the time of the booking
  4. For all your trips, your card is charged for ITILITE’s Service Fee immediately

Step 2: Retrieve your Booking Confirmation Email & Download Vouchers

Once you book a trip on ITILITE, you’ll receive a confirmation email from bookings@itilite.com. This email contains everything you need to reconcile the charge on your Credit Card. 

Attachments on the email:

  • Flight Voucher(s): Each flight leg has a separate voucher, with a cost summary.
  • Hotel Voucher(s): Each hotel reservation has a separate voucher, with a cost summary (total cost of stay).
  • Service Fee Voucher: This voucher captures the ITILITE Service fee for your trip.

Step 3: Match the Bookings with the Credit Card statement

For your trips, separate bookings into two categories –

  • Paid immediately (i.e., Flights + Pay Now Hotels + Service Fee)
  • Pay at Hotel or Pay at Counter

For Paid immediately bookings, 

  • Locate the date of booking on the Credit Card statement
  • Open the Pay Now Voucher and match the total amount with the transactions reflecting on the Credit Card statement

For Pay at Hotel bookings,

  • Locate the date when you checked into the Hotel
  • Open the Pay at Hotel Voucher, and match the total amount with transactions showing up for the check-in date
  • If you can’t find the transaction for the check-in date, match it with the transactions for the check-out date
    • Note that hotel’s charge will be different if you have other billings such as high-speed paid internet chargers, mini-bar charges, etc.
    • In such a case, don’t forget to collect the invoice copy from the hotel

For Pay at Counter bookings,

  • First, verify that your company does not have a direct billing arrangement with the Car Rental company
  • If it does not, locate the date when you returned the car to the Car rental company
  • Retrieve the Pay at Counter voucher, and match it with the transactions for the date when you returned the car
    • Note that the Car rental charge may be different from the amount at the time of the booking
    • This is because you may have used additional add-ons such as GPS locator, tolls, etc.
    • If the transaction value is different, retrieve the car rental charge slip (that you received upon returning the car) and match it with that

Pro-tip: Use ITILITE invoice for reconciliation

ITILITE generates a single-page invoice summarizing your trip expenses. This invoice is typically available within 24-72 hours of booking and can be downloaded from your ITILITE dashboard within the specific trip.

  • You can use the Invoice for Reconciliation in a manner similar to the vouchers

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