What to send

Four exports, one month

Your PMS, both OTA statements, your payment gateway and your bank, each exported as a file you already know how to produce. Nothing connects to your systems. 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.

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.

Start your free monthWhat it answers

What to export

One month, four sources. For each, the columns the file must have, the ones read when present, and a header-only template you can compare your export against. Your system’s own column names may differ; if a file is not recognised it is kept, and our team is told so a format can be added.

  • Only CSV or text (.csv, .txt; comma, semicolon or tab separated), Excel (.xlsx, .xls) and PDF files are accepted. OFX, QFX and QBO bank files: export the transactions as CSV from your bank instead.
  • An Excel workbook must have the records on one sheet. A workbook with data on several sheets is refused; save the sheet you need on its own.
  • A report title, date range or property name above the column headers is fine: the headers are looked for in the first ten lines.
  • Column names are matched without regard to case or order, and extra columns are ignored.
  • Card columns hold the last four digits only. A file containing a full card number is refused and deleted unread; nothing from it is kept.
  • Dates may be written any of these ways: 2026-08-20 · 08/20/2026 · 20/08/2026 · 08/20/26 · 2026/08/20 · 20-Aug-2026 · 08/20/2026 11:59 PM · 08/20/2026 23:59 · 08/20/2026 23:59:00 · Aug 20, 2026 · August 20, 2026 · 08-20-2026. A date that could be read either way, such as 08/09/2026, is always read month first (August 9), so a day-first export should use a year-first or written-out month instead.

  1. Your PMS

    Room nights, folio postings and cancellation status. It cannot tell you what the OTA kept.

    Date range: Every stay checking out in the month, cancellations and no-shows included.

    PMS reservations & folios

    Must have
    Confirmation · Arrival · Departure · Total
    Read when present
    Guest · Channel · Rate Plan · Status · Tax · Special Requests · Card Last4 · OTA Confirmation
    Date columns
    Arrival · Departure
    Header-only template (pms_generic.csv)

  2. OTA statements

    Commission charged and the base it was charged on. It cannot tell you what your folio collected.

    Date range: The same stays: reservations checking out in the month.

    From the Booking.com extranet, send the reservation statement as CSV or Excel and the month's commission invoice as a PDF. A reservation that appears in both is combined into one: the statement's row is used, and the invoice fills only what it leaves empty.

    Booking.com commission

    Must have
    Booking number · Commission amount · Check-out
    Read when present
    Guest name · Check-in · Total price · Status · Payment method · Payout amount
    Date columns
    Check-in · Check-out
    Header-only template (booking_commission.csv)

    Expedia Partner Central

    Must have
    Reservation ID · Check-in · Check-out · Booking Amount · Special Requests
    Read when present
    Confirmation Number · Guest Name · Payment Amount · Compensation · Reservation Status · Card Last Four
    Date columns
    Check-in · Check-out

    The exact Expedia Partner Central report to export is still being confirmed with pilot properties, so this guide names no menu path or report name. Whichever report you use needs the columns listed here, including Special Requests; if yours has no such column, tell us.

    Header-only template (expedia_partner_central.csv)

  3. Payment gateway

    That a card was authorised and batched. It cannot confirm the money arrived.

    Date range: From three days before the month starts to the 7th of the next month, so virtual cards charged after checkout and batches that close across the month boundary are included.

    Gateway settlement

    Must have
    Transaction ID · Amount · Batch · Status
    Read when present
    Auth Code · Card Last4 · Card Brand · Settled Date · VCC Reference
    Date columns
    Settled Date
    Rows read
    Only rows whose Status is SETTLED, Settled or CAPTURED are read.
    Header-only template (gateway_generic.csv)

  4. Bank

    Cash actually received. The only proof of funding there is.

    Date range: From the 1st of the month to the 7th of the next month, deposits only, from the account your card processor pays into. The first week of the next month tells a late deposit from a missing one.

    Bank deposits

    Must have
    Date · Description · Amount
    Read when present
    Account
    Date columns
    Date
    Header-only template (bank_generic.csv)

Leave guest names in where your agreements allow: they are how Booking.com stays are matched to your PMS. If you must remove them, delete the name column rather than overwrite it — a placeholder such as 'REDACTED' makes every guest look alike and pairs the wrong stays. Never send full card numbers. The last four is all CactusStay uses, and a file containing a full card number is refused rather than stored.

Not sure which report your system calls this? Send what you have: a file that is not recognised is kept, and our team is told so a format can be added. Questions: support@osonwanne.freshdesk.com.