Amenity and Event Payments: Automatic GL Posting
When a resident pays for an amenity booking or an event ticket through the resident app or a pay link, URBI automatically records the full transaction in your General Ledger. No manual bookkeeping is...
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When a resident pays for an amenity booking or an event ticket through the resident app or a pay link, URBI automatically records the full transaction in your General Ledger. No manual bookkeeping is needed.
Applies to: Properties on the KORE or PREMIUM plan with Accounting enabled. Properties on the BASIC plan do not have GL posting.
What happens automatically at payment
The moment a resident's payment completes, URBI:
- Creates an invoice for the booking or event.
- Posts a balanced journal entry that records:
- Revenue (income to the appropriate GL account for the amenity or event)
- Cash received (the net amount after the card processing fee)
- Card processing fee (estimated at posting, automatically trued-up once Stripe confirms the exact fee)
- Links the journal entry back to the specific booking or event and to the invoice, so every line in the GL is traceable to its source.
This happens in the background at payment completion. Staff do not need to take any action.
Amenity deposits
When a resident pays a refundable deposit on a booking, URBI records it as a liability (held funds), not as revenue.
Staff resolve a deposit from a single Manage deposit action on the booking's Payment tab, keeping some or all of it, returning some or all of it, or splitting it between the two in one submission. See Managing an amenity deposit: keep, return, or split for the staff-facing walkthrough. Whatever combination you choose, the ledger updates as follows:
| Staff action | What the GL records |
|---|---|
| Full return of deposit | A new offsetting entry reversing the liability |
| Partial keep (the rest returned) | One entry converting the kept portion to revenue, and one entry refunding the returned portion, posted together from the single action |
| Staff keep the full deposit | The liability is converted to revenue via a closing entry |
| Staff reverse a kept deposit | A new reversing entry moves the amount back out of revenue and refunds it |
| Staff cancel a still-pending refund | A new reversing entry returns the amount to held rather than letting the refund complete |
A deposit action that keeps less than the full amount also adds a credit line to the booking's own invoice and recalculates its total, not just the general ledger. See How deposit money moves for the full detail.
History is always preserved. URBI never deletes or overwrites existing journal entries. Each step creates a new entry.
Card processing fee true-up
At the moment of payment, the fee is estimated based on the Stripe standard rate. Once Stripe confirms the exact fee (usually within a few minutes), URBI automatically adjusts the fee line on the journal entry to the precise amount. No staff action is required.
Viewing these entries in the General Ledger
Any journal entry created from an amenity or event payment shows up in the General Ledger view under the relevant property. You can click into any entry to see the full debit/credit breakdown and a direct link to the originating booking or event.
What this is not
- This feature does not add a new screen or dashboard for amenities or events. The GL drill-down and the reconciliation banner (see below) are the only new surfaces visible to staff.
- This feature does not change how residents pay or how staff manage bookings and events. Payments continue to flow through the same resident-app and pay-link experience.
If a GL entry cannot be posted (reconciliation needed)
In rare cases, the payment succeeds at Stripe but the GL entry cannot be written immediately. For example, this can happen if a property's plan changes at the same moment a payment completes.
When this occurs:
- A "Reconciliation needed" banner appears on the booking or event detail view, clearly flagging that the ledger is out of sync.
- A background process automatically retries posting the entry. In most cases it resolves without any staff action.
- If the banner persists after a few minutes, contact URBI support at hello@myurbi.co with the property name and the booking or event reference.