Folio

The Folio is the central place to review and act on every charge in your organization — upsells, manual charges, service fees, damage waivers, and damage deposits — without opening reservations one by one. It is designed for teams who run finance and revenue operations across many properties at once.

You can reach it from Folio in the sidebar (under Operations). The link is visible to members with the View payments permission.

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What you see at the top

KPI cards

Two summary cards sit above the filter bar:

• Completed — totals every charge that has reached a terminal state this month (paid, delivered, denied, or refunded).
• Action required — totals every charge waiting on you: requests to approve, approved charges to capture, authorized cards ready to charge, and guest-side payments still in flight.

Each card shows a tooltip explaining the bucket if you hover the help icon.

Filter bar

Use the filter bar to narrow the table:

• Search — match guest name, reservation short code, or charge description.
• Type — Upsell, Manual, Fee, Waiver, or Deposit. Multi-select.
• Status bucket — quick toggle between Complete (terminal states) and Action required (everything still in flight).
• Check-in dates — filter charges by their reservation’s check-in date range.
• Properties — multi-select pill, filtered by the properties you can see.
• Reservation — pin the table to a single reservation by code or guest name.
• Hide free items — hides $0 upsells and complimentary charges.

The Clear filters button resets every active filter at once. Active filters are also surfaced as removable pills above the table so you always know what is hidden.

Tip

Filter state is encoded in the page URL, so you can bookmark or share a specific view (for example, “Action required this month for Property X”).

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The charges table

Each row represents one charge and shows:

Column	What it is
Guest	Primary guest on the reservation
Reservation	Short code and check-in date
Description	Charge label (upsell name, fee description, etc.)
Type	Upsell · Manual · Fee · Waiver · Deposit
Amount	Charged amount, with refund deductions shown inline
Status	Current workflow stage (e.g. requested, approved, delivered, refunded)
Created	When the charge was opened

Click any row to open the Charge Detail Sheet — see Managing Charges & Payments for the full sheet walkthrough.

Inline row actions

Hover a row to reveal quick actions that match the current state of the charge:

• Approve / Deny — for guest-requested upsells awaiting review.
• Capture — for charges that are approved with an authorization hold ready to settle.
• Release — drop the authorization hold without charging the guest (for charges still in requires_capture).
• Mark delivered — once an upsell has been fulfilled.
• Refund — for captured payments.

These actions are the same ones you would take inside the detail sheet — they are exposed inline so you can clear a long list quickly.

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Bulk actions

Select rows with the row checkboxes (or Select all on page in the header) to enable bulk actions:

• Approve every selected request in one click.
• Deny every selected request in one click. This sets the stage to Denied but does not release authorization holds — use the inline Release action on each row to drop holds without charging the guest.
• Clear selection to reset.

If any of the bulk operations fail (for example, an authorization that has already expired), Folio surfaces a toast telling you how many succeeded and how many need attention.

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Group by reservation

Toggle Group by reservation in the table header to collapse rows under a per-reservation summary. Each group header shows:

• Guest name and reservation short code
• Check-in date
• Number of charges in the group
• Group total — or Mixed if charges in the group use different currencies

Groups start expanded; click a header to collapse or expand. Use Expand all / Collapse all to switch the entire view. Sorting and pagination still operate on individual charges underneath the groups.

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Exporting to CSV

Click Export CSV in the table toolbar (next to Group by) to download every charge in the current filter slice as a CSV file. The export honors the same filters, search terms, and date ranges that the table is showing — change the filter bar first if you want a different slice.

• The file is named folio-YYYY-MM-DD.csv (using today’s date in UTC).
• The export pulls every matching row, not just the current page, so a filtered slice with thousands of charges still comes out complete in one download.
• Rows are encoded as UTF-8 with a byte-order mark so Excel opens accented characters and non-Latin scripts correctly without any import wizard.
• The button is disabled while the table is loading and while a previous export is still in flight; it also stays disabled when the current filter slice is empty.

The Export CSV button is visible to members with the View payments permission — the same permission that gates the Folio page itself.

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Common workflows

Approve everything that came in overnight

1. Open Folio and switch the bucket pill to Action required.
2. Use the Type filter and pick Upsell to focus on guest-requested upsells.
3. (Optional) Set Check-in dates to the next 7 days.
4. Tick the page-level checkbox in the table header to select every visible row.
5. Click Approve in the bulk-action bar. Folio moves each selected charge to the Approved stage and shows a confirmation toast. Capture is a separate follow-up action — use the inline Capture button (or the Charge Detail Sheet) on each row that’s ready to settle.

Review one reservation’s full ledger

1. Use the Reservation filter and search by short code or guest name.
2. Toggle Group by reservation so the page shows a single header with a running total.
3. Click any row to open the Charge Detail Sheet and act on individual charges.

Catch refunds and write-offs from this month

1. Switch the bucket pill to Complete.
2. Set Check-in dates to the current month.
3. Scan the Status column to find refunded and denied charges. (Folio supports sorting by Created, Amount, Guest, and Reservation — status sorting is not available, so use the Type filter or the bucket pill to narrow further.)

Export a month of charges for bookkeeping

1. Set Check-in dates to the month you want to reconcile.
2. (Optional) Use the Properties filter to limit the export to a single building or owner.
3. Click Export CSV in the toolbar to download the slice as folio-YYYY-MM-DD.csv.

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Permissions

Folio is gated by two permissions:

• View payments — required to see the Folio sidebar entry and load the table at all.
• Manage payments — required for every mutation (approve, deny, capture, release, mark delivered, refund). Members with View payments but not Manage payments see the table read-only — Folio hides the inline row actions and bulk action bar for them.

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Related articles

• Managing Charges & Payments — Full Charge Detail Sheet walkthrough
• Upsell Request Process — End-to-end approval flow
• Creating Upsells — Set up upsells and choose a payment provider
• Notifications — Stay on top of new requests and captures