Hotel Direct Bill for Groups (Ghost Card) Request & Approval Form

Many businesses, conference planners, and travel agencies prefer to settle group accommodation expenses through a directbill (ghostcard) arrangement rather than processing individual invoices. This page explains the purpose of a ghostcard, outlines the steps required to obtain approval, and provides a printable request form that can be customized for any property.

What Is a Ghost Card?

A ghost card is a virtual creditcard number supplied by a corporate client or travel management company (TMC). The number is not tied to a physical card; instead, it is used only for the purpose of authorising a directbill transaction with the hotel. The hotel posts the groups nightly room charges, incidentals, and any ancillary fees to the ghost card, and the issuing entity settles the balance at a later date.

Why Use Direct Bill for Groups?

• Convenience: Travelers do not need to carry multiple credit cards.
• Control: The corporate client receives a single consolidated statement.
• Speed: Checkin and checkout processes are faster without individual payment handling.
• Compliance: Centralised billing simplifies audit trails and expense reporting.

Key Elements Required for Approval

Before a hotel can accept a ghostcard, the following information must be submitted and approved by the finance or sales team:

1. Guest Group Details group name, purpose of stay, dates, expected arrival time, and total estimated room count.
2. GhostCard Information cardholder name, virtual card number, expiration date, CVV (if applicable), and billing address.
3. Credit Limit Confirmation the issuing entity must confirm that the card covers the projected total (room rate + taxes + incidentals).
4. Authorization Letter a signed document from the client authorising the hotel to bill the ghost card.
5. Hotel Policy Acknowledgement acknowledgement of the propertys directbill terms, cancellation policy, and dispute resolution process.

Request & Approval Form

Below is a readytoprint form that can be customised with your propertys branding. Complete all fields and submit to the Finance/Group Sales department for final approval.

Typical Approval Workflow

1. Submission: Sales coordinator sends the completed form to the finance team.
2. Verification: Finance checks the credit limit, validates the virtual card with the issuer, and confirms the groups estimated spend.
3. Approval: An approval email is issued with a reference number. The reference must be quoted on the reservation record.
4. Reservation Entry: The group booking is entered into the PMS and the ghostcard is attached as the payment method.
5. PostStay Reconciliation: At checkout, the final invoice is matched against the ghostcard transaction and the issuing entity is billed.

Common Questions

Can the ghostcard be used for incidentals?

Yes. All incidentals (MiniBar, telephone, laundry, etc.) are automatically posted to the same virtual card unless the client requests a separate settlement method.

What happens if the actual spend exceeds the approved limit?

The hotel must seek immediate written authorization for any excess charge. If no authorisation is obtained, the hotel may decline the additional service and request alternative payment.

Is a physical copy of the virtual card required?

No. The hotel only needs the numeric details entered into the reservation system. However, a signed authorization letter must be retained for audit purposes.

Can the ghostcard be cancelled after the stay?

Cancellation is handled by the issuing entity. The hotels responsibility ends once the final invoice is submitted and the guest checks out.

Benefits to the Hotel

• Reduced cash handling and fewer transaction fees.
• Higher likelihood of receiving full payment on time.
• Streamlined group checkin/out processes.
• Improved relationships with corporate clients who value convenience.

Conclusion

Implementing a clear and consistent Hotel Direct Bill for Groups (Ghost Card) Request & Approval procedure protects both the property and the corporate client. By gathering all required details, following a documented approval workflow, and using the form provided, hotels can efficiently manage large group accounts while minimizing financial risk.