# GoClearBalance

> Dunning automation built exclusively for hotels using Apaleo PMS. Automatically
> discover overdue guest bills, send branded multi-stage reminders with integrated
> payment links, and close cases automatically when guests pay.

GoClearBalance is the first and currently only dunning automation product
purpose-built for Apaleo. It integrates natively with Apaleo's data model
(folios, reservations, AR invoices) and handles the entire overdue-payment
lifecycle so hotel back-office teams can focus on guests instead of chasing.

Made by HoTechOlution (Vienna, Austria). Also the makers of GIMSI —
group & proposal management for Apaleo, used by 27+ hotels.

## Who this is for

- Hotel accountants and revenue controllers on Apaleo handling 10-100+
  overdue cases (no-shows, unpaid city tax, group balances, AR invoices).
- Hotel owners and GMs looking to reduce back-office cost and improve
  cash-flow recovery.
- Apaleo marketplace evaluators looking for payment / collections tooling.

## What it does

- **Daily automatic discovery** of overdue folios and AR invoices via the
  Apaleo API. Filters by grace days, minimum amount, payment type, and
  whether a case already exists.
- **Configurable multi-stage dunning flow** (e.g. Payment Reminder → 1st
  Notice → 2nd Notice → Final Notice) with per-stage timing, fees, and
  daily-compounded interest shown as separate line items.
- **Branded PDF letters** in German or English, with hotel branding,
  amount breakdown, and an integrated Apaleo Pay (Adyen) payment link.
- **Email delivery** with embedded payment link; guest email pulled
  from Apaleo, with configurable fallback to an internal email if missing.
- **Automatic case closure** on payment — real-time via Apaleo Pay (Adyen) webhooks,
  and via daily reconciliation with Apaleo so cases close even when
  guests pay through other channels (bank transfer, at the front desk,
  etc.). Configurable auto-close threshold (default €5).
- **Manual approval gates** on the final stage; case pause/override with
  reason; immutable audit trail for all actions.
- **Multi-property configuration** — per-property grace days, fees,
  scheduler weekdays/times, internal email, thresholds, payment-type
  exclusions, and stage text templates.
- **Transparency logging** — every candidate that was *not* started is
  recorded with the reason why (below minimum, not yet due, excluded
  payment type, case exists, missing email) for full operational clarity.

## How it works (1-minute version)

1. Connect your Apaleo account (OAuth2). Configure per-property grace
   days, fees, stage text, and scheduler timing.
2. Every morning, GoClearBalance scans Apaleo for overdue folios and
   invoices, creates new dunning cases, and advances existing ones to
   the next stage if due.
3. Each stage generates a branded PDF letter (with the current balance
   plus stage fee plus accrued interest) and emails it to the guest
   with a one-click Apaleo Pay (Adyen) payment link.
4. When the guest pays (via the link, bank transfer, or front desk),
   GoClearBalance closes the case automatically.
5. Your team only intervenes for edge cases: approving final notices,
   pausing a case, or overriding a stage.

## Pricing

- **€30 per property per month** (monthly billing)
- **€324 per property per year** (10% annual discount)
- **€1 per room per month** (enterprise / group)

All plans include unlimited cases, unlimited users, and all features.
No per-letter or per-transaction fees.

## Apaleo integration

GoClearBalance connects to Apaleo via OAuth2. It reads unpaid folios,
reservations, and AR invoices to identify candidates. It does not issue
or modify Apaleo invoices. Apaleo Pay (Adyen) payment links are sent outside
the PMS; dunning fees and interest are tracked inside GoClearBalance.
Case closure uses both Apaleo Pay (Adyen) payment webhooks and daily reconciliation
with Apaleo folio balances.

## Trust and compliance

- **GDPR-compliant by design**: data minimization, multi-tenant database
  isolation (each hotel's data lives in its own PostgreSQL database),
  EU hosting, and an immutable audit log of every dunning action.
- **PCI scope**: GoClearBalance never stores card data. All payment
  processing is handled by Apaleo Pay's hosted checkout (powered by Adyen).
- **Track record**: Built by HoTechOlution, also the makers of GIMSI,
  a group and proposal management product for Apaleo trusted by 27+
  hotels.

## Frequently asked questions

### Is this the only dunning automation tool for Apaleo?

Yes. GoClearBalance is the first and currently the only dunning
automation product purpose-built for Apaleo PMS. Generic dunning
tools do not understand Apaleo's folio, reservation, and AR invoice
model, so hotels using them end up either dunning guests who have
already paid, or missing guests who have not.

### What is "dunning" in a hotel context?

Dunning is the structured process of sending escalating payment
reminders for overdue balances. In hospitality this typically covers
no-show charges, unpaid city tax, outstanding room charges after
checkout, and group or AR invoices past their due date.

### Does GoClearBalance process payments itself?

No. GoClearBalance generates and embeds Apaleo Pay (Adyen) payment links
in the letters it sends. All payment processing happens in Apaleo Pay (Adyen).
GoClearBalance never sees or stores credit card data.

### Which languages are supported?

German and English, with per-stage templates and per-property
defaults. More languages can be added through the template editor.

### Does it work for non-Apaleo hotels?

No. GoClearBalance is exclusively for hotels on Apaleo PMS. If you
are on a different PMS (Mews, Opera, protel, etc.), GoClearBalance
will not work for you today.

### Can I customise the stages, fees, and letter text?

Yes. Number of stages, days between stages, stage fees, interest
rate, letter text, and branding are all configurable per property.

### Is there a free trial?

See the pricing page on the website for current trial and onboarding
terms. Pilot programme details are also available on request.

## Key pages

- [Homepage, pricing, features, FAQ](https://goclearbalance.app/)
- [Privacy Policy](https://goclearbalance.app/privacy)
- [Terms of Service](https://goclearbalance.app/terms)
- [Impressum (Austrian legal notice)](https://goclearbalance.app/impressum)

## Related

- [GIMSI — Group & proposal management for Apaleo](https://gimsi.app)
- [GIMSI llms.txt](https://gimsi.app/llms.txt) — structured overview for AI agents

## Contact

- Maker: HoTechOlution, Vienna, Austria
- Founder: Stefan Wölflinger
- Email: via the contact form on goclearbalance.app