What is folio configuration, and what can I do with it?
Folio Configuration is the settings area in your PMS where you control how guest folios, invoices, registration cards, and related financial documents are displayed, formatted, and generated.
It lets you customize the layout, content, numbering, and rules used across all billing documents in your property.
Folio Configuration is organized into the following sections:
1. Display & Content
2. PDF & Print Settings
3. Registration Card
4. Other Settings
5. Custom Folio Sequencing
To access and manage your Property Configuration settings:
- Log in to Stayflexi
Start by logging into your Stayflexi dashboard with your admin credentials. - Go to More Apps
On the right-hand side (RHS) of your dashboard, click on “More Apps.” - Open Property Configuration
From the list of available modules that appears, select “Property Configuration.”
This will take you to the section where you can manage key setup elements such as rooms, rates, channels, taxes, fees, policies, meal plans, and more.
Display Content Settings (Folio Configuration)
Below are all the options available under Display Content and what each one does:
- Show Cancellation Policy in Folio (Toggle)
Enable this to display the property’s cancellation policy on guest invoices and folios. - Show Signature (Toggle)
Enables a section on the folio for guest or staff signatures, useful for check-in confirmations or billing approval. - Folio Log (Toggle)
Shows a chronological log of folio activities such as added charges, edits, payments, and adjustments. - Folio Terms and Conditions (Toggle)
Displays your property’s terms & conditions on the folio for guest acknowledgment. - Folio Display Phone Number (Field)
Enter the phone number you want displayed on the folio (property contact number). - Folio Display Email (Field)
Enter the email address that should appear on the folio for guest communication or support. - Booking Folio Header (Field)
Customize the header text displayed on top of the folio (e.g., “Tax Invoice,” “Guest Folio,” “Billing Summary”). - Hide Stayflexi Booking ID (Toggle)
Enable this if you don’t want the Stayflexi-generated booking ID to appear on the folio. - Hide Room Booking Charges on Registration Card for OTA Bookings (Toggle)
Hides nightly room rates on the registration card when the reservation comes from OTAs like Booking.com, Agoda, etc. - Show Terms on Guest Emails (Toggle)
When enabled, the system includes your terms and conditions in all automated guest emails. - Show Actual Check-in and Checkout (Toggle)
Displays the guest’s actual check-in and check-out timestamps on generated invoices and folios.
PDF & Print Settings (Folio Configuration)
Below are the available options under PDF & Print Settings and what each one controls:
- Choose the Logo Size
Select the size of the property logo that appears on the folio/invoice PDF. - Choose the Invoice PDF Font Size
Set the default font size for text on all invoice PDFs.
(Helps ensure the document is easy to read and fits properly on a page.) - Choose the Margin Top
Adjust the top margin of the invoice PDF.
(Useful when printing on pre-formatted paper or aligning content under the logo.) - Invoice Date Rule
Choose how the invoice date should be generated—such as booking date, check-out date, or actual invoice creation date.
(Ensures consistency with your accounting or audit processes.) - Folio PDF Layout
Select the layout/template for the folio PDF.
Registration Card Settings
- Show Room Tariff on Registration Card (Toggle)
Displays the nightly room rate on the registration card.- Enable to show the tariff to guests at check-in.
- Disable if you prefer not to reveal pricing (especially for OTA bookings).
- Registration Card Preference (Dropdown / Setting)
Choose the preferred format or template for registration cards. - Show Registration Card Number (Toggle)
Displays a unique registration card number on the document.
(Helpful for record keeping, audits, or internal tracking.) - Show Cancellation Policy on Registration Card (Toggle)
Includes the property’s cancellation policy directly on the registration card.
(Ensures guests acknowledge policy terms during check-in.) - Show Terms & Conditions on Registration Card (Toggle)
Adds your terms & conditions section to the registration card.
(Useful for legal compliance and guest consent.) - Choose the Registration Card PDF Font Size (Field / Selector)
Set the preferred font size for the PDF version of the registration card.
(Helps improve readability or fit more content on a single page.)
Other Settings
- Show HSN Code (Toggle)
When enabled, the HSN/SAC code will be displayed on the invoice/folio for applicable taxable items. - High Balance Alert Configuration
Set the threshold amount at which the system should trigger a high-balance alert for a reservation.
(Helps front-office staff monitor outstanding balances and avoid checkout delays.) - Folio Footer Configuration
Add or customize the footer text that appears at the bottom of all folios and invoices.
(Commonly used for disclaimers, bank details, thank-you notes, or legal statements.) - Custom Folio Sequencing
Configure how folio numbers are generated — set custom prefixes, formats, or numbering rules.
(Useful for aligning invoice numbering with accounting standards or property-specific workflows.)
Custom Folio Sequencing
- Booking Folio Prefix
Enter a custom prefix that will appear before every folio number. - Booking Folio Sequence Start
Set the starting number for the folio sequence.
(Example: starting from 1, 1000, or any preferred number.) - Booking Folio Suffix
Add a suffix that will appear at the end of each folio number.
(Example: -A, -STAY, -NY.) - Generate Custom ID for Cancelled and No-Show Bookings (Toggle)
Enable this to assign a separate custom folio ID format for bookings that are cancelled or marked as no-show.
After making any changes in the Folio Configuration section, click the Save button on the right-hand side to ensure all updates are applied and stored.