Automate Hotel Debt Collection for Apaleo
GoClearBalance finds overdue guest bills, sends escalating notices with one-click payment links, and closes cases when guests pay. Your team stays in control.
Manual dunning is costing you more than you think
Hours spent on spreadsheets
Every week, your team exports lists from Apaleo, writes letters in Word, tracks deadlines in Excel, and manually follows up. Cases fall through the cracks. Revenue is lost.
Manual work means manual mistakes
Wrong amounts on letters. Miscalculated fees. Duplicate notices. A letter sent to a guest who already paid. Every mistake means a guest complaint, legal risk, or lost revenue.
No easy way for guests to pay
Your dunning letter lists a bank account and asks the guest to transfer. They put it aside and forget. Without a payment link, collection stalls.
No audit trail
Who sent what, when, to whom? Why was this case skipped? If you cannot answer these questions instantly, you have a compliance gap.
How GoClearBalance Works
Connect Apaleo
One-click OAuth. Your properties are discovered automatically.
Configure your rules
Set grace periods, minimum amounts, dunning stage text, and optional channel/source exclusions (e.g. OTAs that collect payment and remit separately). Sensible defaults are already loaded.
GoClearBalance runs daily
The scheduler finds overdue balances, creates cases, and sends notices with payment links on your schedule.
Cases close automatically
When a guest pays — by any method — the case closes itself. Your team handles only exceptions.
Recover more. Do less. Stay in control.
Never miss an overdue balance
The daily scheduler checks every folio and invoice against your rules. If a balance is overdue, a case is created. If it is not, the reason is logged.
Guests pay in one click
Every notice includes a secure Apaleo Pay payment link. The guest opens the email, taps the link, and pays. No IBAN lookup, no phone call.
Stay in control at every step
Pause a case. Skip a stage. Require approval before the final notice. Close with a documented reason. You override the system any time.
Complete audit trail
Every action is logged: who changed what, when, and why. The Transparency Log records why candidates were NOT dunned. Compliance writes itself.
Built for Apaleo. Designed for compliance.
From the makers of GIMSI — trusted by 27+ Apaleo hotels
7,100+ offers generated. 110,100+ reservations. 27+ hotels.
Also by HoTechOlution: BMD Connector for Austrian hotels — hotecholution.com bmd.hotecholution.com
Wondering how GoClearBalance evolved from an idea into a platform? Read the story →
GoClearBalance in numbers
Stats available soon — we just launched.
Updated daily
Built with purpose. Shipped with care.
Identified market niche from GIMSI experience and 5+ years in hospitality tech
Planning started. First detailed PRD completed.
PRD finalized after pilot customer meetings and internal reviews
Development started
Redesigned Apaleo multi-tenancy SaaS architecture implemented
First MVP release for pilot customer approval
Pilot onboarding completed
Pilot #1 goes live
Apaleo marketplace listing
General availability
Every detail, handled
4 default stages: Reminder, 1st Notice, 2nd Notice, Final Notice. Configurable timing, fees, interest rates, and approval gates per stage.
Principal, dunning fee, and daily interest shown as separate line items on every document. Transparent and compliant.
Professional PDF letters generated automatically. Bilingual (DE/EN). Guest language detected from Apaleo, with a configurable fallback.
Secure Apaleo Pay-hosted payment pages in every notice. Automatic expiry. No notice is ever sent without a working payment link.
Detects payments via real-time webhooks AND daily reconciliation. Handles partial payments, below-threshold amounts, and overpayments.
Each hotel gets independent configuration — dunning rules, channel/source exclusions, stages, schedule, and case list. One account manages all properties.
Simple, transparent pricing
All features included. No hidden fees.
Light
Up to 30 rooms, max 2 properties
- All features included in every plan
- Payment Links
- Auto-Close Logic
- PDF & Email
Enterprise
Unlimited properties and rooms
- All features included in every plan
- Payment Links
- Auto-Close Logic
- PDF & Email
- Multi-Property
30-day free trial. No credit card required.
Questions & Answers
Any payment recorded on the Apaleo folio is detected — via real-time webhooks or daily reconciliation. The case closes automatically regardless of payment method.
Yes. Trial mode sends all dunning communications to your internal email address instead of guests. You can review every notice before switching to live mode.
The case is marked as Blocked and your team receives an alert. Once the email is updated in Apaleo, the system picks up automatically. No case is silently dropped.
No. A built-in safety rule prevents dunning on the same day as departure or invoice date, even if grace days are set to zero.
Yes. Pause any case with one click. Optionally set a pause-until date. The system waits until you unpause it.
Each property has optional filters for booking channels and sources. Tick the channels you don't want dunned (e.g. Booking.com) and add the source strings Apaleo supplies (e.g. Airbnb), and GoClearBalance will skip those reservations and record the reason in the Transparency Log.
The automation stops. Your team decides: close the case, mark it as handed to collection, or take another action. GoClearBalance does not escalate beyond what you configure.
Each account has a completely separate database. We store only what is needed for the dunning process. All audit logs are immutable.
Transparent pricing is shown above. Start with a 30-day free trial — no credit card required.
Why we built this exclusively for Apaleo
Apaleo is the cloud-native, API-first hotel PMS launched in Munich. Its API-first design is what enabled GoClearBalance to exist as a deeply integrated product rather than a generic add-on bolted on with CSV exports — every overdue balance, every folio update, every payment event is available the moment it happens.
API-first by design
Folio state, reservation history, payment events, and multi-property isolation are all exposed through the same OpenAPI surface. GoClearBalance reads only what it needs and writes nothing it shouldn't — every action against your hotel data is intentional, scoped, and visible in our Transparency Log.
Real-time payment detection
Apaleo Pay webhooks fire the moment a guest pays. GoClearBalance closes the case in seconds — not in tomorrow morning's reconciliation. The daily reconciliation pass still runs as a backstop, but it's never the primary path. Guests who pay don't get another notice.
Multi-property without multi-pain
Each property gets its own grace days, fees, dunning stages, and channel exclusions. A group operator with five hotels doesn't fight a one-size config. Configure once per property, run automatically across the portfolio from a single account.
Built in Europe
Vienna-based, EU-hosted, GDPR by design. Same legal jurisdiction as our DACH hotel customers — no transatlantic data transfers, no schrems-II grey area. Built by an engineer who lives in the timezone of the customers being served.
Adopting Apaleo, or evaluating it?
Stefan offers Apaleo onboarding, custom integration work, and broader tech-stack consulting — drawing on 4+ years building on the Apaleo platform.
Ready to stop chasing unpaid bills?
Connect your Apaleo account and start your free trial. Setup takes minutes, not days.
No credit card required. Free trial with full functionality.