Documents to Prepare for a CLC Billing Review

A useful CLC billing review package lets a reviewer trace a questioned amount from the hotel stay to the billing entry and any payment received. More documents are not always better. A full mailbox export or an unfiltered guest report creates unnecessary privacy risk while making the actual issue harder to find.

This guide helps a hotel prepare evidence before a review. It is not a list of documents Corpay universally requires, and preparing it does not establish that a balance is collectible. Confirm the purpose, recipient, scope, and approved transfer method before collecting or sending records.

1. Start with a one-page scope note

• Identify the property and the accounting period under review.
• Describe the question: missing receipt, unexplained balance, incomplete submission, or inconsistent ledger allocation.
• List the billing routes involved, such as Web CheckINN submission or a reservation-specific card-payment process.
• Name the authorized internal owner and the person who can approve corrections.
• Record the system names, report dates, and any missing records.

Choose the review period based on the unresolved question and applicable instructions, not an assumed universal lookback. A historical review may need earlier opening-balance support; a single payment question may need only one stay and its related settlement. Ask the reviewer what minimum evidence is needed before expanding the scope.

2. Prepare an evidence index

Use an internal case reference to connect the index to restricted source files. For each record, list its source system, date range, export time, purpose, and any redactions. Preserve the original securely and share only the approved copy. Avoid putting guest names or payment credentials in file names.

Stay and folio records: Include the final charge breakdown, stay dates, and relevant adjustments or transfers. Explain split folios and group allocations. Start with a redacted extract; share identifiable guest details only if genuinely necessary through an approved secure channel.

Billing and submission evidence: Include the submission reference, date, amount, current status, and acknowledgment where available. Corpay's hotel partner page describes submitting stays electronically and checking billing status online. Capture the relevant record rather than assuming a hotel ledger entry proves submission.

Payment and allocation evidence: Prepare the relevant remittance detail, masked processor settlement reference if applicable, and the bank deposit reference and amount. Exclude unrelated bank activity and full financial account numbers. Explain how a grouped payment was allocated and identify any unapplied portion.

Agreement and instruction evidence: Identify the hotel agreement or rate schedule applicable to the stay dates, along with relevant written program instructions or amendments. Separate the agreed hotel amount from a traveler-facing rate. Corpay's FAQ explains that CheckINN members are billed their member rate rather than the rate provided by the hotel.

Prior correspondence: Include the relevant case reference, question, response, and outstanding request. Remove unrelated email threads, guest details, and credentials. Record which instruction was confirmed, by whom, and when, without assuming one case response governs every future stay.

3. Make a compact exception register

• Internal case or stay reference and billing route.
• Expected hotel amount and the agreement or instruction supporting it.
• Submitted amount, applied receipts, credits, and remaining difference.
• Specific issue and evidence references, including missing information.
• Current owner, last action, and next review date.
• Any applicable deadline with its written source.

Keep facts separate from hypotheses. “No matching bank deposit located in this export” is more precise than “Corpay never paid.” Likewise, an approval or authorization is not the same as a settled payment. If records conflict, document both versions and ask the authorized party to clarify rather than editing one source to match the other.

The unpaid invoice reconciliation guide explains how to investigate these differences. The month-end checklist explains how the register ties to the closing ledger.

4. Confirm program-specific details

Public guidance is not a substitute for the applicable property agreement. For example, the Corpay FAQ describes room-and-tax coverage for standard CheckINN and a separate incidentals option for custom solutions. That distinction matters when deciding which folio lines need support.

Ask the reviewer to identify unclear coverage, rates, taxes, deadlines, and payment instructions before a correction is attempted. Do not invent missing authorizations, reconstruct a policy from an old blog post, or assume that an expired payment credential guarantees a replacement. Any tax treatment or write-off decision should go to the property's authorized accounting adviser.

5. Share the minimum necessary information

Do not send full card numbers, CVV or other security codes, passwords, portal credentials, identity documents, or unredacted guest folios through a general website inquiry. Do not create a shared spreadsheet of payment credentials. Use masked references for the initial review and keep source records inside authorized systems.

Before transferring evidence, confirm the recipient's identity, access permissions, approved secure channel, and retention or deletion arrangements. Redaction should remove the underlying information, not just cover it visually. Open the shared copy and verify the sensitive text is not still searchable or copyable.

To start, request a free CLC billing audit with the property context and a general description of the issue only. The form is an inquiry, not a document-upload or payment-data collection channel. Agree on the review scope and safe evidence transfer separately.

Sources and scope

Sources reviewed September 29, 2026: Corpay Lodging hotel partner guidance for submission and status features, and Corpay Lodging FAQs for member billing and program distinctions. The preparation and minimization checklist is our editorial recommendation, not an official Corpay evidence requirement or a guarantee of recovery.