Group Folio

What is a group folio at a hotel?

The itemised bill a hotel issues for a group, listing every room, tax, fee and credit posted to the group's master account. Each line carries a date, a type of charge, a stay or confirmation number and an amount, and a summary at the end totals each type of charge and shows the balance. Charges a guest incurs can be transferred from their own room folio to the group folio, which is how the group ends up paying them. A group folio is not the master account itself: the master account is the billing arrangement, and the folio is the statement of what posted to it, which for a large block often runs to many pages. It is the document a post-event check works from, set against the contract rate, the fees the contract allows and the bookings you hold, before the bill is paid.

What should you check on a group folio?

Start with the arithmetic, then compare the bill with your contract. The checks that find the most are:

  • Do the lines add up to the printed summary, and the summary to the balance?
  • Is any night, stay and amount charged twice with no reversal?
  • Does each night's rate match the contract rate for that room type?
  • Is every fee one the contract lists, and is a waived fee absent?
  • Did each charge go to the right account: the group's master account or the guest's own?
  • Does any attrition charge match your final pickup and the contract's attrition terms?

Is a group folio the same as a master account?

No. The master account is the arrangement: which charges the group agreed to cover and which go to each guest. The group folio is the itemised statement of what actually posted to it. A guest also has their own folio for the charges that go on their own card, which is separate from the group folio.

Related Terms

Master AccountIncidentalsResort FeeAttrition

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Stop tracking group folio by hand

Blocks tracks group folio on the block it belongs to, beside every deadline and room night, and proposes the next step for you to review — so the busy work is handled, and nothing changes until you confirm.

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