Guest Billing Signature

The Guest Billing Signature feature allows hotels to replace paper-based checkout forms with a seamless digital signature experience. Guests can review their folio charges on a tablet or personal device and sign directly within Duve’s Online Check-out flow. The signed form is automatically stored in Duve and synced to the PMS, giving hotels a premium, paper-free, and fully digital checkout process.

Why use Guest Billing Signature?

• For Hosts

  • Eliminate paper-based checkout forms and manual filing.

  • Provide a faster, premium experience for guests at checkout.

  • Automatically store signed forms in both Duve and the PMS.

  • Share the checkout summary instantly with guests by email or SMS.

• For Guests

  • Quickly review folio charges without waiting for printouts.

  • Sign digitally for a modern, eco-friendly experience.

  • Receive an instant digital copy of the signed document.

How to Enable Payment Signature

1. Go to Online Check-out settings in Duve.

2. Scroll to Guest Billing Signature.

3. Toggle the feature ON (default is OFF).

• (Optional) Configure Guest conditions to decide which reservations require a signature. Conditions are the same as in Check-in Billing (Booking source, Reservation details, etc.).

• Set Storage Settings: define the auto-deletion period for signed files (same as e-signature files).

Next step in the online checkout: Extra Customization

How Guests Experience It

• During Online Check-out, the Payment Signature step will appear:

  • Before the Payment screen (if payments are enabled).

  • Instead of the Payment screen (if payments are not configured).

• Guests review:

  • Property branding, reservation details, stay dates, number of guests, and folio charges.

• Guest must tap Accept and Sign.

• A signature pop-up appears where they submit their digital signature.

  

  Once signed:

  • The document is stored in Duve and synced to the PMS.

  • Guests proceed to the Payment or Authorization step (based on property settings).

    

     

    • Guests receive a digital copy of the signed folio by email or SMS (depending on host settings).

⚠️ Important: If the guest has no folio charges, the Payment Signature page is skipped automatically.

Quick Actions & Control Device

Front desk staff can collect a guest’s signature in person:

1. Open the reservation in Duve.

2. Use the new Quick Action: Sign Check-Out Payment (appears above “Check-Out Payment”).

Share the screen via Quick Actions or the Control Device feature.

1. Guest signs directly on the tablet.

2. The signed document:

   • Syncs to the PMS (same as check-in e-signature).

   • Appears under Reservation > Documents.

   • Triggers the “Documents received” email notification to the host.

Where Signed Files Are Stored

• Duve: Reservation > Documents

• 

  File name: auto-generated

  • Type: PDF

  • Guest name

  • Received date

• PMS: Synced automatically (using the same method as check-in e-signatures).

• File structure includes:

  • Date & time

  • “Guest Billing” title

  • Folio details (line items)

  • Guest signature (with “Guest Signature” subtitle)

FAQs

Q: What if the guest refuses to sign?

• Guests cannot proceed with checkout until they sign. (Staff may need to assist in such cases.)

Q: Whose signature is required if multiple guests are linked to the reservation?

• Only the main guest (reservation owner) is required to sign if multiple guests are linked to the reservation.

Q: What if the PMS does not support storing signatures?

• If the PMS does not support storing signatures, the signature will still be stored in Duve (Reservation > Documents) but will not be synced to the PMSץ

Q: Can hosts set how long signed files are stored?

• Yes, hosts can configure an auto-deletion period, just like for other e-signature files.

Q: How is the signed copy sent to the guest?

• The signed form is automatically delivered by email or SMS, depending on the host’s configured communication settings.