How to keep basic control without using a system

It is estimated that over 40% of lodgings in Latin America still use manual methods to manage their invoicing. Even without an automated system, it is possible to stay organized and avoid costly mistakes (and fines).

While you can create your own spreadsheet, here is a recommended structure to record:

• Date and receipt number

• Document type (receipt, invoice, credit note)

• Total amount and tax breakdown

• Payment method

You can duplicate the table for each month and use filters to generate quick reports. You can also use color codes to mark documents with errors, inconsistencies, or pending reports.

Common mistakes when invoicing manually

Before improving your invoicing organization, it’s important to understand why these errors happen and how they affect your operations. From a basic accounting perspective, poorly managed invoicing can cause inconsistencies in your tax returns, errors in monthly reports, and issues with your country's tax authority.

Here are some common mistakes to look out for:

• Not numbering receipts sequentially, making tracking difficult and possibly raising tax authority flags.

• Issuing documents with incorrect dates, disrupting the chronological order and affecting your monthly reports.

• Keeping only the physical copy (and then losing it), putting your audit records at risk.

• Not separating voided or error-filled receipts, making reconciliation harder.

• Forgetting to report credit notes, creating discrepancies in reported income.

Tip: Use colors or symbols in your template to mark pending, voided, or inconsistent documents. A visual system helps you make better decisions when preparing reports.

Organize your receipts for monthly reporting in different countries

Depending on the country, you’ll have to declare your income monthly or quarterly. Here are some tips to stay ready:

SUNAT (Peru)

• Create monthly folders and classify them as: issued, voided, and pending.

• Use a digital file (Excel, PDF) to summarize totals by document type.

• Keep both physical and digital copies for at least 5 years.

SAT (Mexico)

• Generate XML and PDF of each invoice from the portal or an authorized system.

• Store CFDIs in monthly folders backed up in the cloud.

• Review the income viewer to avoid omissions.

AFIP (Argentina)

• Issue electronic invoices from the portal or with an authorized system.

• Consolidate receipts monthly to ease the DDJJ process.

• Use cloud services like Google Drive or Dropbox for storage.

SII (Chile)

• Issue DTEs (Electronic Tax Documents) through authorized software or the SII portal.

• Review the sales ledger monthly before submitting your declaration.

• Keep digital and physical backups of all operations.

DIAN (Colombia)

• Issue electronic invoices via an authorized tech provider or DIAN portal.

• Organize invoices in monthly folders and track their status (accepted, rejected).

• Ensure all are correctly reported in RADIAN.

IRS (United States)

• If you have an EIN, be sure to report your income in your Schedule C.

• Keep invoices, receipts, and income reports organized by category.

• Use tools like QuickBooks or Excel spreadsheets for easy record-keeping.

Tip: Set a recurring calendar reminder on the 28th of each month to review and organize your receipts.

How can Aloha help with this?

While this article is aimed at lodgings that still rely on manual methods, we also want to show you a more efficient option: With Aloha you can:

• Issue receipts and invoices from the same system where you manage your bookings

• Say goodbye to Excel: the system automatically summarizes your sales

• Download ready-to-submit reports for SUNAT, SAT, AFIP, DIAN, and more

Request a demo