Pilot · Greater Phoenix

Four sources have to agree before you know what you were paid.

Your property management system, your OTA statements, your payment gateway and your bank each tell the truth about one thing and are silent about the next. CactusStay joins all four, shows you every discrepancy with the records behind it, and tracks what you got back.

Start your free month The five questions

One past month free, for every property in your organisation. No card needed, and the findings and evidence packs are yours to keep whether or not you go any further.

The Greater Phoenix pilot

What we cannot tell you is how much actually leaks at a property your size, or whether it is worth your time to fix — there is no credible public figure, and we are not going to invent one. That is exactly why the pilot looks at one real month of yours.

Who it is for: Independent and boutique hotels and small hotel groups in Greater Phoenix that sell through Expedia or Booking.com.
What you get: One past month reconciled free, for every property in your organisation, with every discrepancy shown against the records behind it.
What you send: Four exports for that month: PMS, OTA statements, gateway settlements and bank credits. Card numbers stay at the last four.
What we ask: A call to walk through what it found, and your honest view of whether it was right and worth your time.

Start your free month Book a call

Five questions your own records already answer

Nobody is going to tell you the answers. They sit in four systems that never compare themselves to each other.

01
Are there Expedia Collect virtual cards from the month you send that were never charged?
Twelve months after checkout
02
Were you invoiced commission on a cancelled or no-show booking at the booked amount rather than the penalty you actually charged?
The 4th of the month after checkout
03
Did Booking.com bill commission on a fee you waived, or a no-show you correctly marked without charging?
The invoice dispute window
04
Does your gateway's settled total actually tie to your bank deposits?
Next business day
05
Where the OTA kept its commission, does what landed match what your folio said it should be?

What each one means →

What each source can, and cannot, prove

Your PMS

Room nights, rate plan, folio postings, cancellation and no-show status.

Cannot prove
What the OTA kept. The PMS never receives the commission percentage.

Your OTA statements

Commission charged, the base it was charged on, the sell rate, the net remittance.

Cannot prove
Whether the guest was served, or what your folio actually collected.

Your gateway

That a card — including a virtual card — was authorised, batched and closed.

Cannot prove
That the money arrived. A closed batch is not a deposit.

Your bank

Cash actually received, on the date received, in the amount received.

Cannot prove
Which reservations a lump deposit is made of, or which are missing from it.

The ones worth catching before the deadline

Three of the classes CactusStay detects are preventive — every one of them has a clock attached, and every one of them is still recoverable while the clock runs.

HC_DEADLINE_RISKHotel Collect deadline at riskCancelled or no-show Hotel Collect stay, unreconciled, checkout month closing
VCC_UNCHARGEDVirtual card never chargedExpedia Collect stay departed with no settlement record carrying its virtual card
SETTLED_NOT_FUNDEDSettled but not fundedBatch closed successfully with no corresponding bank deposit

What to export, and from where

You will not be asked to change your systems or connect anything to them. Booking.com’s payout data is unavailable for pay-at-property bookings, and brand-mandated property systems may have no integration path at all, so a file is the source: CSV, Excel or PDF files that you export yourself. All four are needed for all five answers. You can choose to run without one; the result then says which checks it could not make, rather than reporting them as clean.

Source	From	What
Your PMS	Your property management system's reservation report, whichever system it is.	Every stay checking out in the month, cancellations and no-shows included, as CSV or Excel.
Expedia	Expedia Partner Central, the hotel-side extranet.	An export of the same stays. The exact report is still being confirmed with pilot properties; it needs the Special Requests text, so if yours has no such column, tell us.
Booking.com	The Booking.com extranet.	The reservation statement for the month, and its commission invoice (PDF is fine).
Payment gateway	Your card processor's or gateway's reporting.	Settled batches, from three days before the month to the 7th of the next.
Bank	The account your card processor pays into.	Credits only, from the 1st of the month to the 7th of the next, as CSV or Excel.

Try it on one real month

One past month, free, for every property in your organisation. Send four exports and see every discrepancy with the records behind it. You keep whatever it finds, whether or not you ever buy anything.