Hotelcashbook

Automatically from apaleo

Every cash payment lands in the cash book, with the name of the person who took it.

End-of-day count

Counting by notes and coins, actual versus expected, differences only with a reason.

Export for accounting

DATEV, Excel and CSV, audit-proof under GoBD.

Import from apaleo

Every cash payment posted in apaleo appears in the cash book automatically.

Cash payments, refunds and voids from apaleo are imported in full.
Each payment shows the reservation and the name of the person who took it.
Nothing is posted twice and nothing gets lost: the cash book reconciles with apaleo every day.
At setup, cash payments from up to 60 days back can be imported.
Corrections stay in apaleo; the cash book follows automatically.
Read-only access to apaleo: reservations, folios and invoices stay untouched.

Everyday use

Expenses, cash in and cash out are posted directly in the cash book.

Expenses with VAT rate, category and receipt number.
“Cash in” and “Cash out” for change, bank and safe.
Post on behalf of colleagues, with a log of who entered what.
Running balance on every line.
Balance, receipts and expenses at a glance, for today, the week or the month.
Cash balance trend over 30 days.
Filter by period, person and entry type.
Opens straight from the apaleo menu, no separate password.

End of day

Count by notes and coins; actual and expected are compared.

Count log by notes and coins, in euros and Swiss francs.
Actual and expected are compared automatically.
Cashiers can only close when the cash adds up.
Only management can close with a difference, giving a reason. It is posted as a cash difference.
Closed days are locked.
Every closing can be printed.

GoBD and tax audits

Entries are numbered sequentially and cannot be changed.

Sequentially numbered, unchangeable entries.
Voids only by reversing entry, with a complete log.
Country, chart of accounts and cash account are fixed at setup.
Single receipts and closings can be printed at any time.
No manual income, by design. Cash sales belong in apaleo or a certified POS with TSE. That keeps fiscal compliance clean.
Every export is logged.

Export for accounting

DATEV batch, Excel, CSV and cash report for any period.

Export page with DATEV batch, Excel, cash report and CSV — Export with sample data (German interface)

DATEV batch with SKR03, SKR04, SKR07/EKR (Austria) or the Swiss SME chart of accounts.
Excel, CSV and cash report for any period.
No double posting. If apaleo already exports to DATEV, the apaleo cash payments can be left out of the export.
Every export is logged.

Roles and permissions

Users and permissions come straight from apaleo.

Cashier

Posts, counts and closes when the cash adds up.

Management

Closes differences with a reason. Account and property admins in apaleo are management automatically.

Blocked

No access to the cash book. Plus individual permissions per person.

New users from apaleo are available immediately.
Deleted users lose access.
Who sees which property comes straight from apaleo.
Tile on the apaleo dashboard with balance and daily figures.

Setup in two steps

With a preview of the latest cash payments from apaleo.

Step 1

Connect to apaleo

An administrator grants read access. The cash book shows the latest cash payments right away.

Step 2

Set up the cash desk

Choose country, chart of accounts and cash account. Optionally import cash payments from up to 60 days back.

Germany, Austria, Switzerland

Country-specific VAT rates, charts of accounts and retention notes.

Germany

Currency: Euro
Chart of accounts: SKR03, SKR04

Austria

Currency: Euro
Chart of accounts: SKR07 / EKR

Switzerland

Currency: Swiss franc
Chart of accounts: Swiss SME chart

Interface in German and English.
Hosted in Germany.
GDPR data export for every user.
Count log with euro and Swiss franc denominations.

Frequently asked questions

Is this a POS system with TSE?

No. Payments are still taken in apaleo. The cash book keeps track of the cash on hand and imports the cash payments from apaleo for that. Manual income is not possible by design.

What do I need to get started?

An apaleo account and an administrator who approves the connection. The cash book only needs read access.

Does it work for several properties?

Yes. Each property in the apaleo account gets its own cash book. Who sees which property comes straight from apaleo.

Will my accountant post things twice?

No. If apaleo already exports to DATEV, the apaleo cash payments can be left out of the export.

Where is the data stored?

On servers in Germany. Every user can export their data under the GDPR.

What does it cost?

Tell us how many properties and cash desks you have, and we will send you a quote.

Contact

Write to us for a demo or a quote.

contact@hotelcashbook.com

Request a demo