Managing Cancelled Bookings in Hosthub to Avoid Financial Reporting Errors

Accurate handling of cancelled bookings is essential to ensure your tax and financial reports reflect the correct data. Here’s a comprehensive guide to managing cancelled bookings effectively and ensuring they don’t accidentally impact your reporting.

Overview of Cancelled Bookings' Financial Impact

Cancelled bookings, whether they are test, manual, or off-platform bookings, can still appear in your financial reports if they retain any recorded amounts. Even if the stay associated with the booking didn’t occur, amounts left unchanged may reflect improperly in Hosthub reports. To address this, it is key to zero out amounts for these bookings before deletion or adjustment. This ensures that taxes, revenue, and other reported totals remain correct.

How to Adjust Cancelled Booking Details

Follow these steps to locate, adjust, and ensure bookings no longer impact your financial data:

Step 1: Locate Cancelled Bookings

• From the Bookings menu in Hosthub, use filters to find relevant bookings: - Set Status to Cancelled. - Apply additional date filters to narrow the search if needed.

• To review all cancelled offline bookings that still carry a value across your portfolio in one pass, open the Bookings dashboard, click Filters, then set: Date parameter (check-in, check-out, or date of creation), Channels to Offline bookings, Type to Booking Events, and Status to Cancelled. Click Search. Click the Total Value label to sort the list ascending or descending, so bookings with remaining amounts appear together and can be zeroed quickly.

Step 2: Modify Booking Amounts

• Open the cancelled booking and click Edit booking.

• Ensure Cancellation fee field is set according to your cancellation policy

• Ensure all other Pricing amounts recorded in any field are set to zero (0).

Step 3: Save Your Changes

• Once the values are adjusted, click Save. With amounts zeroed out, the bookings will no longer impact your tax or revenue reports.

Why Cancelled Bookings May Still Appear

If amounts recorded for a cancelled reservation have not been zeroed, such amounts will still appear in reports even though the stay didn’t occur. This often happens with manual or off-platform bookings as they lack automatic payment and cancellation updates.

Cancelled bookings do not appear in the calendar or in occupancy reports, but if they still carry a value that value is included in the revenue and owner payout totals. Offline (manually added) bookings are the user's responsibility to handle, so amounts are not zeroed automatically on cancellation: Hosthub cannot know whether a cancellation fee was retained or a full refund was issued. For that reason there is no automatic prompt to set the amount to zero when an offline booking is cancelled. The only element removed automatically from a cancelled booking is the Accommodation Tax (ΤΑΚΚ), which relates to nights stayed — for example, a €100 one-night booking that is cancelled without editing its financials is counted as €92 revenue (100 − €8 ΤΑΚΚ).

When amounts update automatically vs. manually

• Channel bookings (e.g. Airbnb, Booking.com): When the channel updates the financial details of a cancelled booking, Hosthub receives that information and syncs the corrected amount automatically. This is why some channel cancellations already show a value of 0 without any manual change.

• Offline bookings, or refunds not reflected on the channel: You must update the financials manually. This also applies when a channel booking is only partially refunded through a Resolution Center (e.g. refunding one night for a Wi-Fi issue on an active booking) — if the refund is not reflected on the channel, make the correction manually in Hosthub.

Hosthub's Limitations with Tax Modifications

While Hosthub provides tools to edit booking amounts for accurate reporting, it cannot directly modify or cancel tax submissions (e.g., for AADE in Greece). Users must manually perform these actions if needed, directly within their tax authority’s platform.

Best Practices for Accurate Booking Adjustments

• Pre-Export Checks: Export and review all bookings using the Active or All filters to include/exclude cancelled bookings appropriately.

• Manual Booking Adjustments: Manually created bookings must have their amounts set to zero before deletion or adjustment.

• Documentation: Always document any changes made to ensure traceability in case of audits or reviews.

Common Scenarios and Solutions

1. Cancelled Booking Still Appears in a Report

• Cause: Remaining amounts were not set to zero.

• Solution: Follow the adjustment steps above to zero out amounts and prevent future reporting issues.

2. Booking Does Not Appear in Tax Reporting (e.g., AADE)

• Cause: The cancellation amount is already recorded as zero.

• Note: Such cases are automatically omitted from tax submissions.

3. Does Zeroing a Cancelled Booking Correct Past Reports?

• Yes. When you set a cancelled reservation's booking total to zero, the revenue and owner payout amounts are adjusted for every period the booking touched, including historical Revenue and Profitability figures — not only figures going forward.

By following this guide, you can effectively manage cancelled bookings and ensure that your tax and financial reporting remains accurate and compliant.

Updated on: 05/10/2026