Accounting and RS.ge

How it works

From the desk to the ledger to your accountant

Every posting is an entry

A minibar, a room night, a card payment or a refund becomes a journal entry with a department, a VAT line and the person who posted it. Nothing is deleted; mistakes are reversed with a reason.

The night audit closes the day

At 23:30 the audit checks departures and arrivals, posts room nights and no-show fees, closes the cash drawers and moves the business date forward. The day is locked and its pack is ready in the morning.

Exports and e-invoices

Revenue by department, VAT, receivables and cash go to Excel or your accounting software. Invoices for companies and agencies are sent to rs.ge as e-invoices; cash sales get a fiscal receipt.

For the accountant

What lands on the accountant's desk

Daily revenue pack by department, with VAT split out

Guest ledger and city ledger balances, with aging

Cash, card and transfer totals per shift, with over and short

Bank deposits matched to shifts

Invoice register with rs.ge status per invoice

Exports to Excel and 1C, monthly or on demand

Read-only accountant login with its own role

Audit trail: who posted, reversed or moved what, and when

Georgia

Georgian rules, built in

VAT 18%Default rate on rooms and services; services can carry their own rate or be exempt. Registration threshold of GEL 100,000 in any 12 months is tracked in the reports.

E-invoice on rs.geInvoices to VAT-registered buyers are sent to the Revenue Service portal from the folio, with your rs.ge service user. Status is shown per invoice.

Fiscal receiptsCash and card sales at the desk print a fiscal receipt through the hotel's registered cash register. The receipt number is stored on the posting.

Credit notesA disputed or cancelled invoice is corrected with a credit note; the original is never edited.

CurrencyGEL as the base currency; rates quoted in USD or EUR are converted at a stored rate and settled in lari.

RetentionEvery day's pack, ledger and invoices are kept for the statutory period and exportable at any time.

RS.ge

The e-invoice leaves from the folio, not from a second screen

Hotels that pay VAT issue e-invoices to companies and agencies on rs.ge. Today that means typing the invoice a second time. In Roomexa it is one button.

Issue

The invoice is created from the guest bill or the agency bill with the buyer's tax ID, lines by department and VAT. The number is assigned once and never reused.

Send

Roomexa sends the invoice to rs.ge with the hotel's service user. If the portal is slow or down, the invoice waits in a queue and is retried; nothing is lost and nothing is sent twice.

Track

The portal's status and number are stored on the invoice. The register shows what is sent, confirmed or rejected, and a rejected invoice can be corrected and resent.

Questions

What accountants ask us

Is Roomexa an accounting system?

No. It is the hotel's operational ledger: it records every sale, payment and receivable correctly and hands the totals to your accounting software. Your accountant keeps the books; Roomexa makes sure the numbers that arrive are right.

Can our accountant log in?

Yes, with a role that reads reports, exports and the invoice register without being able to post or change anything.

How are refunds and deposits handled?

A deposit is a liability on the guest ledger until the stay is charged. A refund is a payment with a negative sign, with a reason and the person who approved it, and it appears in the shift's totals.

What if the night audit finds a problem?

It stops and names it: a departure not checked out, an arrival not handled, a shift still open. The receptionist resolves it and runs the audit again. It never posts twice.

Which cash registers do you support?

We are completing the integration with the fiscal devices most used by hotels in Georgia for the Georgian launch. Tell us your model at the demo and we confirm.

Money that balances to the tetri.