Hotel OTA Commission Reconciliation Checklist

Hotel OTA commission reconciliation is the process of checking what a channel says you owe or have been paid against the hotel's reservation and accounting records. A clean review identifies differences by booking, so the team can correct them before a deadline or close the month accurately.

Channel contracts and collection models differ. Use the actual agreement and current portal statement for each partner, rather than applying one percentage to every booking.

Prepare one row per reservation

Export the channel statement and match each line to a PMS reservation using the channel reference, stay dates and guest details. Keep the original booking amount, any changes, the final stay outcome and the payment collection method visible.

Separate bookings the hotel collected from bookings the channel collected. This distinction affects whether the hotel expects a guest payment, a channel remittance or a net settlement. Do not compare a net remittance to a gross room charge without explaining the difference.

Check the common mismatches

• A cancellation or no-show appears with the wrong charge outcome.
• The guest changed dates or room type after the original reservation.
• Taxes, fees or non-room extras are included differently from the commission base in the agreement.
• A promotion or adjustment changed the amount owed.
• A booking appears twice or is missing from one side.

For every exception, record the expected amount, statement amount, reason, evidence and owner. Where the channel provides a dispute process, use its current rules and deadlines. Keep the case reference and final decision with the reconciliation file.

Make the review repeatable

Reconcile at a regular interval rather than waiting for a large month-end balance. Have reception close booking statuses promptly and accounts confirm payment settlements. The hotel refund workflow helps when a refund is part of the discrepancy.

After the invoice is settled, compare channel cost with the contribution from those bookings. The OTA commission calculator is a starting point for comparing distribution costs, but use your own contract and operating numbers for decisions.

Ask in a channel manager demonstration which booking and source fields your team can export for this review, or book a walkthrough with a real statement sample.