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paywise for apaleo

apaleo
paywise collects unpaid invoices. The apaleo integration lets you hand an open accounts-receivable invoice — a stay that was checked out on account and never paid — straight from your property management system to paywise, without retyping the guest, the amount or the invoice document. Typical cases are corporate bookings, event organisers and long-stay guests where no card is on file and the invoice is settled by transfer.
paywise reads from apaleo and never writes back. Nothing in your PMS is changed, cancelled or marked as paid by paywise.

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Before you start

  • An apaleo account with at least one property, and the permission to authorise apps for it.
  • A paywise account. If you do not have one yet, you can create it during the connection flow — you do not need to sign up first.
  • Admin rights in the paywise company. Only admins connect, choose hotels and disconnect; every other member of the company sees the connection and the hotel selection and can submit invoices.
  • At least one invoice in apaleo that is Unpaid and was checked out on accounts receivable. Only those are eligible; a folio still open, or one already settled, will not appear.

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What paywise asks for

During the connection apaleo shows you exactly which permissions paywise requests: That is the complete list. paywise requests no write permission, no reservation data and no guest profiles.

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1. Connect apaleo to paywise

1

Open the connection page

Go to app.paywise.de/connect/apaleo/. If you arrived from the apaleo Store, you will already be on the paywise welcome page — sign in or create your paywise account there.
2

Start the authorisation

Choose Mit apaleo verbinden. paywise sends you to apaleo, where you log in with your own apaleo credentials.You never enter apaleo credentials into paywise. The authorisation happens entirely at apaleo.
3

Grant access at apaleo

apaleo shows the permissions listed above. Confirm with Authorize.
4

Confirm the connection in paywise

You return to paywise, which shows the apaleo account code it received and the paywise company the connection will belong to.Check both. If you do not recognise the apaleo account, cancel and confirm nothing — this screen exists so that a connection can never be attached to the wrong company silently.
5

Choose the hotels

paywise lists the hotels (properties) of your apaleo account with name, code, operating company, address and Live/Test status. None is preselected: choose the hotels whose invoices this paywise company should submit.Then confirm that the paywise company shown is the creditor of the selected hotels’ invoices. paywise does not verify the invoice issuer automatically — that statement is yours.You can also connect without a hotel and choose later; until then the invoice picker shows no invoices.
6

Confirm

Accept the terms of use, then choose Verbindung bestätigen.If another bookkeeping integration is already active in this company, paywise asks first: confirming disconnects that integration and pauses the dunning processes it feeds.
Once connected, the page shows the connection status, the apaleo account, the date it was connected and the permissions that were granted.
One paywise company stands for exactly one creditor. If the hotels in your apaleo account belong to different legal entities, create a paywise company for each entity and connect apaleo there separately. Each company chooses its own hotels; several companies may connect the same apaleo account. Select a hotel only in the company its invoices belong to, so no invoice is submitted twice.

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Manage hotels

The hotel selection applies to the whole company. Admins change it at app.paywise.de/connect/apaleo/; saving a selection with hotels asks for the creditor confirmation again.
  • Hotels newly created in apaleo are never selected automatically.
  • Archived or no longer accessible hotels are marked unavailable and can be removed from the selection.
  • Deselecting a hotel only affects the invoice picker: invoices already added, drafts and submitted orders stay as they are.
  • If someone else saved the selection in the meantime, paywise loads the current selection instead of overwriting it — check your change and save again.

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2. Submit an invoice for collection

1

Open the invoice picker

On the apaleo page in paywise, choose Jetzt starten.
2

Choose the hotel

The invoice picker always shows the invoices of one hotel. Choose one of the selected, available hotels in the Hotel field; paywise opens the first one. Switching hotels keeps the invoices you already added.
3

Pick the invoices

paywise lists the chosen hotel’s open AR invoices live from apaleo, with the invoice number, the recipient, the invoice date, the due date, the total and the open amount.The open amount is what paywise collects. If a guest paid part of the bill before checkout, only the remainder is pursued.Search by invoice number or guest/company, filter by date, then choose Hinzufügen on each invoice you want to submit.
4

Check the debtor data

paywise fills the claim from the invoice recipient in apaleo: name, address, and whether the debtor is a company or a private person. The invoice PDF is fetched from apaleo and attached automatically.Review it and correct anything that is wrong or missing.
5

Record your payment reminder

apaleo has no dunning function, so paywise cannot import one. Enter how and when you asked the debtor to pay — in writing or verbally, the date, and any payment deadline you set.This matters legally: for consumers a reminder is normally required before default interest and collection costs can be claimed.
6

Send the order

Confirm how collection should start, answer the legal questions, accept the terms and choose Auftrag absenden.
From here the case is a paywise matter. You can follow its progress in your paywise dashboard; nothing further happens in apaleo.

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Invoices that cannot be submitted

paywise deliberately refuses an invoice rather than creating a doubtful claim:
  • Not an open receivable. Only Unpaid invoices of type Initial or Correction qualify. A cancelled invoice in apaleo is flipped to FullyPaid while its outstanding amount stays on the record, so paywise re-checks the status at submission time rather than trusting the list.
  • Incomplete recipient. If the invoice carries no name or no complete address, paywise stops instead of creating a claim against an unidentifiable debtor. Complete the debitor details in apaleo and create the invoice again.
  • Already submitted. An invoice already handed to paywise is shown as Eingereicht and cannot be submitted twice.

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3. Disconnect

As an admin, choose Verbindung löschen on the apaleo page in paywise and confirm. paywise revokes the authorisation at apaleo for you and then removes the connection together with this company’s hotel selection. Connections of other paywise companies to the same apaleo account stay in place. You do not need to do anything in apaleo — the app will no longer appear as connected to your account. Collection orders you already submitted are unaffected: they are paywise cases now and continue to be processed. Disconnecting only stops paywise from reading further invoices. To reconnect later, simply run through the connection flow again.

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Troubleshooting

paywise only shows invoices of the chosen hotel that are Unpaid and were checked out on accounts receivable. A folio that is still open, or a stay settled at checkout, will not appear. Check the chosen hotel and the invoice status in apaleo under Finanzen → Rechnungen.
Either no hotel is selected yet, or every selected hotel is archived or no longer accessible in apaleo. An admin of your company adjusts the selection under Hotelauswahl verwalten.
The most common cause is an incomplete invoice recipient — a missing name or address. paywise fails closed here on purpose. See Invoices that cannot be submitted above.
The authorisation was withdrawn at apaleo, or expired. Choose Mit apaleo verbinden on the same page to re-authorise; your previous orders are not affected.

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Questions

Write to [email protected].