Company account with a collective invoice for employees

If you provide services to the employees of a company and invoice the company for them at the end of the month, collect everything on one company account: hotel nights, regular lunches, a company party or all of them together. Each booking records which employee it was for and where it came from, and the company pays with a single invoice. This guide takes you from setting up the company to the monthly invoice.

Typical use cases

The principle: company as customer, employees as addresses

The company is one customer. You do not create its employees as separate customers but as further addresses of this customer:

• The primary address carries the company name and the billing address. The invoice goes to this address later.

• Each employee address carries the employee's name.

At a main Sales Point, each customer has exactly one open customer account, regardless of which address a booking uses. The account itself always carries the company's primary address. The individual order keeps the employee address, so even weeks later you can tell whom it was for.

Step 1: Create the company with its employees

1. Open Customers at the Sales Point and create the company with Company, Tax ID and the remaining customer details.

2. Tap Add address and enter the billing address. Enter the company name in the Company field and mark the address as the primary address with the star ★.

3. Add a further address for each employee. Enter the employee's name in the Company field and the company's address as the address.

In the address selection and next to the customer on the room, table and payment screen, the Sales Point shows the name of the address. This lets you tell the employees apart even though they all share one street. Details on customers and addresses in Customers on the Sales Point.

Step 2: Assign the room or table to the company

In a hotel, create the room booking at check-in, see Guest Room Bookings:

1. Start and End hold the employee's stay.

2. Via Link customer, choose the company and then the employee's address.

Collect the overnight stay, breakfast and consumption from restaurant and bar on the room as usual.

In a restaurant, link the company with the employee's address to the table via Link customer. For a company party, the company's primary address is enough.

Step 3: Book onto the company account

Instead of taking payment at check-out or at the end of the meal, book the room or table onto the company account:

1. Tap Pay in the room or table and select the articles.

2. Choose Account as the payment method and tap Book to Account.

3. If the room or table carries a customer, the Sales Point asks Book onto customer account:

   • The first row names the customer of the room or table with their address. If it shows the company, tap it.

   • Other customer account opens the customer list. Use it, for example, to book a room that runs on the employee themselves onto the company's account. The guest stays on the room.

   • Cancel books nothing.

If no customer is linked to the room or table, the customer list opens straight away.

The articles are then on the company's account. Each booked order gets a comment with its origin, the employee and, for a room, the stay, e.g. Room 102 · Anna Berger · Stay Oct 3, 2026 – Oct 5, 2026. All bookings of a company land on the same account, no matter which employee, room or table they come from. This also applies to bookings from a sub-terminal.

The procedure at the Sales Point is described in Book onto a customer account.

Step 4: Monthly invoice

At the end of the month, settle the company account with one invoice:

1. Open Open Orders in the main menu and tap the company.

2. Tap Pay and choose the payment method, e.g. Bank transfer.

The invoice goes to the company at its primary address. For bank transfers, the Sales Point prints an EPC QR code if your bank details are stored with the Company. You create the payment method under Payment methods. Invoices not yet paid are listed in the bessa Manager under Invoices with the Open filter.

Settle once per calendar month

Settle the company account exactly once per calendar month. The invoice then shows a service period within that month, which is sufficient for a collective invoice under VAT law. If an account runs across the month boundary, VAT law requires the individual service dates on the invoice. Please clarify the details with your tax advisor; this guide is not tax advice.

Itemise the invoice per order

So that the company sees each order separately on the invoice, deactivate the Merge orders setting for the invoice printer, see Printer settings. Each order then appears as its own block with its number and booking time, instead of identical articles from all orders being added up.

Frequently asked questions

Can I keep a separate account for each employee? No. At a main Sales Point, a customer has exactly one open account, which carries their primary address. If you need separate invoices, e.g. for two departments with their own billing address, create the departments as separate customers.

What happens to the room after booking it onto the account? The articles are on the company account, and the room is empty. The room booking itself ends as usual at its end or can be deleted.

Can I void a booking on the company account? Yes. Under Open Orders you void individual articles as on a table, see Customer tabs. If you void a monthly invoice that has already been paid and restore its items, they return to the company's open account, then as one combined order without the employee and origin details.

Does this also work for a company with several branches? Yes. A customer with several branch addresses also has just one account, on its primary address.

Related topics

• Customers on the Sales Point

• Checkout and pay

• Customer tabs

• Guest Room Bookings

• Printer settings

• Reception, restaurant and bar under one roof

• Term: Guest room

• Term: Invoice

• Term: Void