Hotelizer PMS May 2026: Useful Q&A on the new tax obligations & how you can prepare with hotelizer!

Q&As

POS, Payments & Integration

Q1: Is POS integration mandatory for issuing accommodation receipts? What applies if I don't have a cash register and issue documents from a computer?

EFT/POS integration with hotelizer is not mandatory if only accommodation documents are issued. For issuing documents from an order management system, an E-Invoicing Provider and EFT/POS connection are required.

Hotelizer has a built-in E-Invoicing Provider with unlimited documents, at no extra cost. Fill in the form by clicking here to proceed with the activation steps.

Q2: When charging a room, if the document is issued at the time of purchase, must a payment method (cash/card) be specified? Does this lock in the final payment, or can the guest choose a different method at check-out?

When charging the room, the payment method is "on credit," and at check-out the full amount is collected using whatever method the guest chooses.

Q3: Is POS integration mandatory for businesses that issue Service Receipts (SR) and Service Invoices (SI)? What specifically applies to advance payments?

The obligation to integrate EFT/POS depends on the type of services/goods sold, not on whether SR or SI are issued. For accommodation services, it is not mandatory.

Q4: If a guest wants bar charges transferred to their room and wishes to pay by credit card, how is this handled?

The retail receipt is issued normally at the time the bar revenue was generated, and payment can be made at check-out at the point of issuing the SR, together with the accommodation package, using whichever payment method the guest chooses.

Q5:Can bar charges transferred to a room be settled at check-out using a non-integrated POS, or is an integrated POS required?

Room charges accumulated during the stay from various departments are settled together with the accommodation service via the reception's EFT/POS, which may be non-integrated.

Q6: If all extra charges are entered in the PMS as "extras" and a single accommodation document is issued, is it correct to collect the remaining amount via a non-integrated POS?

Yes, this is possible. However, this does not negate the obligation to have an integrated EFT/POS in hotel departments that are required to have one.

Q7: If one POS is used for both retail and accommodation and has been configured for integration, how are issues such as blocked remote charges or virtual cards handled?

In cases where the same EFT/POS is used for both retail transactions and accommodation and has been configured for integration, entering card details manually (MOTO transactions) is not supported. This may create limitations in cases such as remote charges or virtual card (VCC) charges. For this reason, it is recommended to use a second, non-integrated EFT/POS terminal to cover these needs.

Alternatively, automated card charging from online bookings (e.g. VCC) is available through services such as roompay connect and nexi hospitality.

If you are interested in learning more about roompay connect and nexi hospitality, fill in the form here and we will get back to you.

Q&As

Invoicing, E-Invoicing Provider & Regulatory Framework

Q1: Is there a limit on B2G (Business to Government) transactions?

No, there is no limit on B2G transactions.

Q2: Does an E-Invoicing Provider fully replace the obligation to use a Fiscal Electronic Mechanism (FEM) for retail transactions (e.g. minibar)?

Yes, that is correct. An E-Invoicing Provider fully replaces the obligation to use a FEM.

Q3: Is the use of an E-Invoicing Provider mandatory for small accommodations (e.g. villas)?

If B2B documents are issued within Greece, B2B to entities in third countries outside the EU, and B2G, then yes, the use of an E-Invoicing Provider is mandatory.

Q4: Is an E-Invoicing Provider required for hotels that issue only accommodation documents via hotelizer?

If B2B documents are issued within Greece, B2B to entities in third countries outside the EU, and B2G, then yes, the use of an E-Invoicing Provider is mandatory.

Q5: For retail sales, is a separate contract with a third-party provider required if transmission was previously done through hotelizer?

No contract with an E-Invoicing Provider is required for retail sales related to accommodation (SR), as these are not subject to the transmission obligation via a provider. However, for retail transactions subject to FEM (e.g. product sales or services other than accommodation), if issued through hotelizer, transmission via an E-Invoicing Provider is mandatory.

Q6: How are cancellation fees billed? Is there a different treatment?

You should discuss this matter with your Accountant, who can advise you regarding the applicable tax legislation.

Q7: Does the retail receipt also apply to services such as spa?

As mentioned above, you should consult with your Accountant regarding the services you offer and which of them are exempt from the FEM requirement under POL.1002/31.12.2014.

Q8: Is enrollment with an E-Invoicing Provider automatic, or does it require action from the business? How are sales from a cash register (e.g. a café) transmitted?

Enrollment with an E-Invoicing Provider is not automatic and requires action on the part of the business. You should contact our Support team in order to activate the E-Invoicing Provider we recommend, which is included as part of the hotelizer subscription. Regarding sales issued via a cash register, if you wish to replace it, these are transmitted via an E-Invoicing Provider using the hotelizer Integrated POS, in accordance with the applicable obligations for transactions subject to FEM requirements.

Q&As

Hotel Operations & Charges (Room Charges & Extras)

Q1: What are the two methods for transmitting room charges? Is a credit note for the Retail Sales Receipt (RSR) actually issued automatically?

In the hotelizer, departmental revenue is transmitted at the time of the order, so the revenue has been sent once.
At check-out, for room charges, there are two options:

Option 1:

• For SR: Room charges are transmitted as informational data, so they do not affect the tax outcome. The same revenue is not charged a second time.
• For SI: Room charges are transmitted as revenue at check-out, meaning the revenue has been sent twice. At the same time, a retail credit note is issued for the transactions recorded at the time of ordering, to avoid double-counting the revenue.

Option 2: Both SR and SI transmit room charges as revenue at check-out, while simultaneously issuing a retail credit note for previously issued transactions, to avoid double-counting the revenue.

Q2: Should charges such as parking, laundry, or minibar go through a cash register, or can they be included in the overall accommodation charge?

Under POL.1002/31.12.2014, categories of services exempt from the FEM requirement have been defined. You should review the services you provide in detail with your Accountant, who can advise you specifically on where a FEM or order management system is required, as well as any new procedures that may have been established for selected services (e.g. digital customer registers).

Q3: If a guest with a "room only" booking chooses to add breakfast, is a cash register and POS integration required?

If they choose to use the restaurant for breakfast, yes. Alternatively, upon arrival, the package can be upgraded to Bed & Breakfast.

Q4:Can the Climate Resilience Fee (CRF) be collected in advance? If so, via which POS (integrated or not)?

Yes, advance collection of the CRFee is possible, by recording the relevant payment in the hotelizer. However, the final issuance of the CRFee, as required, should take place at the guest's check-out. Regarding the collection method, there is no obligation to use an integrated EFT/POS for transactions related to documents such as SR, SI, or CRF. Therefore, collection can be made via either an integrated or a non-integrated POS.

Q5: For catering services: if a receipt is issued at the time of the order, what happens in case of cancellation?

During the ordering process, whether an Order Slip or a Retail Receipt has been selected, the corresponding document is transmitted normally via an E-Invoicing Provider. In the event of cancellation, the corresponding cancellation document is issued (Cancellation Order Slip or Retail Credit Note), which is also transmitted via an E-Invoicing Provider.

Q6: Can a delivery note be issued via hotelizer?

Yes, digital Delivery Notes can be issued through hotelizer and transmitted via an E-Invoicing Provider. However, processes related to Phase B (such as real-time shipment tracking) are not supported, as these primarily concern businesses that handle the movement of goods and merchandise, rather than the typical operations of a hotel.

Important disclaimer
The content of this article is for informational purposes only and was created in collaboration with our partner Your Confidence, with specialized experience in tax support for hospitality businesses. The information provided is based on general accounting guidelines and does not constitute accounting or tax advice. For specialized guidance regarding the operation of your business, please consult your personal accountant. The hotelizer Support Team does not provide accounting support or answer tax-related questions.