Do you work with vouchers? Tired of the operational hassle? Still issuing invoices manually? Then keep reading – our automated voucher shop can save you dozens of hours (maybe even a whole person’s workload).


Manually issuing deposit invoices, searching for vouchers, forwarding emails, attaching invoices to reservations… You probably know this all too well. But the good news is – you no longer have to do any of that.


So, what does the automated vouchershop with our partner Profitroom bring you?


We offer a connection between your voucher shop, channel manager, booking engine, PMS, and accounting system that takes care of the entire process – from purchase to check-in.


No manual work. No confusion. No room for error.





How does it work?



Voucher Purchase Phase:

  1. A guest buys a voucher via the Profitroom e-shop on your website → the information goes directly into HotelTime.

  2. HotelTime issues a tax document (deposit invoice) – correctly, automatically, and error-free.

  3. The invoice is instantly sent to the guest via email.

  4. If your accounting is connected to HotelTime, the invoice is forwarded there automatically – no forwarding or manual processing required.


Voucher Redemption Phase:

  1. When booking through your website, if the guest uses a voucher, the booking engine transfers not just the reservation, but also the voucher information to HotelTime via the channel manager.
  2. HotelTime automatically attaches the deposit invoice to the reservation – everything is in order and ready. The guest arrives and check-in goes smoothly.


Additionally, all voucher-related documents are clearly stored in the Gift Certificate report in HotelTime, where they can be easily found by voucher code. 





How to activate the service?



If you use the HotelTime PMS connected to the Profitroom channel manager, have the Profitroom booking engine on your website, and use the Profitroom voucher shop, this service is made for you.


Contact your HotelTime account manager and within a few days, you can watch as the systems handle the admin work for you.





What is the setup process?



If you’ve already ordered the service from both us and Profitroom, our customer support team will reach out to you.


We’ll also need your cooperation to configure everything just the way you need it.



User setup - done by you

1. Go to Settings > Application > Product and services – create new hotel services

  • The services may (but don’t have to) be mapped 1:1 to each voucher. Profitroom allows one hotel service to be linked to multiple vouchers.
  • For example, if you sell monetary vouchers worth EUR 400 and 1,000, you can have a single hotel service in HotelTime.


The service name will appear on the tax document received by the guest. The VAT rate is crucial for correct tax breakdown.



2. Check or set up the document number sequence for the Gift Certificate type

  • Go to Settings > Application > Number sequence settings


3. Check or configure accounting mappings for the new payment type and the new cash journals we’ll create for you

  • Go to Settings > Application > Accounting settings


This step only applies if your accounting system is connected to HotelTime. If your provider needs the payment type and journal IDs for setup, we’ll be happy to provide them upon request.



4. If you want to use your own mail server to send automated emails, customer support will need:

  • mail server address
  • mail server port
  • username
  • password
  • sender e-mailovou address


For Gmail or Office 365, we support encrypted communication only via port 587 and STARTTLS.


Otherwise, we’ll use our own mail server and emails will be sent from concierge@hoteltime.com.


Our support team will also help you adjust the email template that will be sent to guests.



Admin setup - done by us

1. We’ll create a new payment type,

    used exclusively by Profitroom to issue and settle documents.


2. We’ll create new payment journals,

    to correctly book payments from the new payment type.


3. We’ll configure the HotelTime Concierge module,

    So that all documents issued via Profitroom are automatically sent to your guests by      email.



Partner setup - done by Profitroom

Profitroom will handle the mapping of vouchers to hotel services with you. Each voucher in Profitroom must have a correctly mapped HotelTime service ID for automation to work.




And that’s it!


Everything is set up and you can now spend your

saved time on what matters most – your guests.