Keep a cancellation charge

When a booking cancels and your policy says the guest isn't owed everything back, Accommador turns the money you keep into a proper cancellation charge — invoiced in Xero, settled by the deposit you already hold, and shown plainly on the booking. No spreadsheet, no journal entry, no money floating unaccounted for.

You never type the amount

The charge is always what you actually hold: everything collected on the booking, minus everything refunded. That gives you three simple moves:

• Keep it all — just cancel. The charge is the full amount held.
• Keep part — refund the part you're returning first, then cancel. The charge follows automatically.
• Keep nothing — refund in full, then cancel. No charge is raised at all.

Only money actually taken counts — a bond hold that was never captured isn't part of the charge.

What happens when you cancel

1. Open the booking and click Cancel. If money is held, the dialog names the exact amount that will be recorded as a cancellation charge — before you commit.
2. Want to return part of it? Close the dialog, refund from the Payments tab, and come back.
3. Confirm. When a charge will be raised, the confirm button names the amount.
4. Accommador raises an invoice in Xero for the kept amount and settles it with the deposit you hold — nothing left owing, and the money properly recognised as cancellation revenue rather than sitting as a stray credit.

The cancelled booking then shows the cancellation charge in place of accommodation and extras — the stay didn't happen, so those are no longer billed, and the booking's money screen reads exactly what happened. See cancel a booking for the rest of the cancellation flow.

No-shows work the same way

Marking a no-show runs the identical money handling automatically — a forfeited deposit becomes a cancellation charge on the same terms. As with a cancellation, refund first if the guest is getting anything back.

Or convert it to a voucher instead

Keeping the money as revenue isn't the only option: you can convert the held money into a voucher the guest spends on a future stay. It's one or the other — whichever you choose resolves the booking's money.

If the charge can't be raised straight away

Occasionally something blocks the charge at the moment of cancelling — most often a payment that hasn't finished flowing to Xero. The booking shows a warning card; once things settle, click Raise cancellation charge and it completes. Cancellations that arrive from a booking site cancel the booking without the money handling running — the same warning card and button are how you raise the charge on those.