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Connecting Roommatik with SabeeApp

Introduction

Roommatik is a hospitality technology provider offering self-check-in kiosks, key dispensers, online check-in, and smart in-room energy control. Use this guide to connect Roommatik to SabeeApp so booking, guest, and payment data sync automatically between your PMS and your check-in hardware.

Context

Roommatik integrates with property management systems, lock providers, payment gateways, and ID verification tools, letting guests check in and pay at the kiosk while SabeeApp receives their booking, ID, and payment data automatically. For a full feature breakdown, see the Roommatik Feature Mind Map.

Steps

1. Prepare your setup

  1. Make sure your Roommatik kiosk is installed and ready for use.
  2. In SabeeApp, activate Smart Solutions (GuestAdvisor mobile app) — this enables automatic reservation status updates (Checked-in / Onboard).

2. Connect from SabeeApp

  1. Log in to your SabeeApp account.
  2. Go to the Marketplace menu.
  3. Find Roommatik and click Initiate connection.


4. Choose “I already have a Roommatik account” → then click Initiate connection.

5. Select the room types you want to sync with Roommatik and Click Save.

6. Select services you want to sync with Roommatik and Click Save.


3. Set up automatic invoicing and notifications (optional)

Roommatik can automatically issue a final invoice — for the full stay, marked as paid — the moment a guest settles the remaining balance in full at the kiosk. Configure this in Marketplace → Roommatik → settings.

⚠️ Prepayment auto-invoicing is deprecated. Roommatik no longer issues a prepayment (deposit) invoice automatically when a guest pays part of the balance. That behavior has been fully replaced by the final-invoice-on-full-payment behavior described below. If a guest pays a deposit, issue that invoice manually from the folio.

 

All four core settings — auto invoice on, account, number series, fulfillment date — must be filled in. If even one is missing, no invoice is ever created automatically, and SabeeApp does not warn you about it.

Two situations block automatic invoicing entirely, regardless of these settings:

  • Multi-company invoicing — properties invoicing under more than one company are excluded.
  • Hungarian properties without a working NAV (Online Számla) connection.

The invoice is only issued when the payment comes through Roommatik and brings the folio balance to exactly zero — no more, no less, with no rounding tolerance — and the reservation has no folio items locked by an earlier invoice. Automatic invoicing also applies only to individual reservations: for a group booking, an individual member gets an invoice only if the payment is submitted against that specific reservation (not the group) and no folio items are routed elsewhere.

⚠️ Register every prepayment on the individual reservation. If a guest already paid in advance — OTA virtual credit card (VCC), bank transfer, or a prepayment taken elsewhere — but that payment isn't entered on the individual reservation in SabeeApp, the folio still shows the full amount as due. The kiosk will then charge the guest the full amount again, and SabeeApp will issue a final invoice for that full amount, since it has no way of knowing about money it was never told about. This double-charge needs manual correction (refund plus invoice correction), so register advance payments on the individual reservation before the guest reaches the kiosk.

4. Finish setup in Roommatik

  1. Open your Roommatik system.
  2. Complete the setup in the Roommatik admin panel as instructed there.

Once finished, your Roommatik kiosks start syncing data with SabeeApp automatically.

How Guest Data Syncs

Roommatik kiosks have built-in ID scanners that capture guest identification details during check-in. Once Roommatik sends the document details, SabeeApp automatically stores this as "scanned data" on the booking, including:

  • Birthplace
  • Document type
  • Document number

This covers the VIZA compliance data collection requirement without manual entry.

Disconnecting Roommatik

  1. Open Settings / Marketplace in SabeeApp.
  2. Select Roommatik.
  3. Click Manage Connection.
  4. At the connection settings, click Disconnect from Roommatik.

Roommatik will no longer be connected to your SabeeApp account.

Important Notes

  • Prepayment auto-invoicing is deprecated. Roommatik never issues a prepayment invoice automatically anymore — issue those manually from the folio.
  • Automatic final invoicing works only for individual reservations, and is blocked entirely for multi-company invoicing setups and for Hungarian properties without a working NAV connection.
  • A failed or missing invoice never blocks, reverses, or cancels the payment — the money is still booked on the folio. The only consequence is that the hotel needs to issue the invoice manually. SabeeApp sends no warning when an automatic invoice fails, so this usually surfaces as a support ticket rather than a reported error.
  • Scanned ID data (birthplace, document type, document number) is only stored once Roommatik sends the document details after the guest completes ID scanning.
  • Smart Solutions (GuestAdvisor mobile app) must be activated for reservation statuses to update automatically (Checked-in / Onboard).
  • Date of issue on auto-generated invoices is always the current date, regardless of the stay dates.

Best Practices

  • Activate Smart Solutions before connecting Roommatik so reservation statuses start updating automatically from the first sync.
  • Select only the rooms and services you actually want available at the kiosk in step 2 — this list controls what guests see in Roommatik.
  • Turn on both guest and staff notifications so final invoices are confirmed on both ends without manual checking.
  • Confirm your invoicing preferences in the Roommatik Marketplace item match your accounting setup before going live, since invoice account, number series, and fulfillment date all come from those settings.
  • Register OTA VCC charges, bank transfers, and any other advance payment on the individual reservation before the guest checks in — this is the most common cause of guests being charged twice.
  • If you're on multi-company invoicing or run a Hungarian property, sort out your company/NAV setup separately: automatic invoicing is blocked for those cases no matter how the Roommatik settings are configured.

Troubleshooting

Reservation status not updating to Checked-in / Onboard. Confirm Smart Solutions (GuestAdvisor mobile app) is activated in SabeeApp.

Rooms or services missing at the kiosk. Check they were selected during step 2 (Connect from SabeeApp) — only synced items appear in Roommatik.

Final invoice not generated after a guest paid in full. Check, in order: auto invoice is on and all four invoicing settings are complete; the payment came through Roommatik (not a manual channel); the folio balance is exactly zero after the payment; the reservation has no folio items locked by an earlier invoice; the property isn't excluded (multi-company invoicing, or a Hungarian property without NAV). Any partial payment, or a payment that's off by even one cent, is expected to skip the invoice — no rounding tolerance applies.

A guest was charged twice, or the invoice amount looks too high. Check whether an earlier prepayment (OTA VCC, bank transfer, deposit) was made but never registered on the individual reservation — see the warning in step 3. This needs manual correction: refund the duplicate payment and cancel/correct the invoice.

Group booking guests never get an automatic invoice. Confirm payments are submitted against the individual reservation (source_type: reservation), not the group, and that no folio items on that reservation are routed to another reservation or to the group folio.

Hotel was expecting a prepayment invoice. Expected behavior — prepayment auto-invoicing is deprecated. Issue it manually from the folio instead.

Scanned guest data missing from a booking. This data only appears once Roommatik sends the document details after the guest completes ID scanning at check-in.

Notifications not received. Check the guest and staff notification toggles in the Roommatik Marketplace item in SabeeApp.

Result

Roommatik is connected to SabeeApp and syncing booking, guest, and payment data automatically. Guests can check in and pay at the kiosk; their scanned ID data is captured without manual entry; a final invoice is issued and marked paid automatically once a guest settles their balance in full; and both guests and staff stay informed through automatic notifications.