Apaleo
ERPConnect AI agents to apaleo, the API-first cloud property management system for hotels. Agents check reservations in and out, cancel or mark them no-show, post charges and payments to folios, raise and settle invoices, and read rate plans, services, and unit availability across properties.
What This Integration Enables
apaleo is a property management system built the other way round from most of its category. The API is the product rather than an export bolted onto a screen, and that shows up in what an agent can do here: the whole guest lifecycle is addressable by name. A reservation does not get edited, it gets moved, through Check In Reservation, Check Out Reservation, Cancel Reservation, Mark Reservation No-Show, and Assign Unit To Reservation. Each of those carries the hotel's own rules with it. Check Out Reservation refuses to run while a folio still has an unsettled balance. Cancel Reservation and Mark Reservation No-Show apply fees according to the reservation's own cancellation and no-show policies. The connector does not reimplement any of that; it calls the operation and lets apaleo enforce the policy the property configured.
The read and write boundary is worth being precise about, because it decides what a flow can safely be asked to do. Reservations, bookings, units, companies, folios, and invoices are writable. Rate plans, rate plan rates, availability, and services are read through this connector, not written: List Rate Plans, Get Rate Plan Rates, Get Unit Group Availability, and Get Unit Availability tell an agent what the property is selling and how much of it is left, and pricing changes stay in apaleo where the revenue manager makes them. That is the right line for an integration to hold. Finance is the opposite case and is fully writable, which is where the caution belongs: Post Charge To Folio, Add Payment To Folio, Close Folio, Create Invoice, and Mark Invoice As Paid all change what a guest owes and what the property has recorded as received. This connector ships a realtime trigger, On Apaleo Event, which registers an apaleo webhook subscription on a chosen topic and can be scoped to a single property. apaleo does not sign its webhook deliveries, so an inbound event is best treated as a prompt to re-read the record rather than as evidence in itself. Agents run the lifecycle. The fee that lands on a real guest's bill is where human-in-the-loop orchestration earns its place.
Without FlowRunner
With FlowRunner
Use Case Scenarios
A night audit that arrives already reconciled
On a schedule, or when On Apaleo Event fires on the Reservation topic, the agent runs List Reservations filtered on arrival date and status, expanding time slices, services, and assigned units inline so a single call carries the whole picture. For each arrival with no unit yet, Get Unit Availability shows which rooms are genuinely free rather than out of order or out of service, and Assign Unit To Reservation places the guest in a compatible unit of the booked unit group. Get Folio then returns the balance on every stay in house. What reaches the duty manager in Slack is not a report to read, it is a list with three sections: rooms assigned, folios out of balance, and arrivals that never appeared. The first section is already done. The second and third are decisions.
A corporate enquiry answered with real numbers
A travel manager emails asking what a block of rooms costs in March. The agent calls Get Offers for the property and the stay dates, which returns bookable unit groups at their rate plans with the total for the requested stay, then Get Rate Plan Rates across the date range to show how the price moves night to night and where a minimum length of stay applies. Get Unit Group Availability confirms how much inventory sits behind the answer. Where the buyer is new, Create Company registers them with their code, address, and whether they may check out on account receivable, which is the setting that decides whether the front desk can let the stay leave unpaid. The reply drafts into Gmail with the numbers apaleo actually holds, and the reservations themselves are still opened by a person through Create Booking once the block is agreed.
Departure to invoice without a spreadsheet in between
A guest checks out. The agent reads Get Folio for the outstanding balance, posts anything the front desk recorded on paper through Post Charge To Folio with its service type and VAT type, and records settlement with Add Payment To Folio. Once the balance is zero, Close Folio locks the bill and Create Invoice renders the document in the guest's language. Mark Invoice As Paid is used only where payment arrived outside apaleo, such as a corporate transfer that clears days later. The invoice number, total, and recipient append to a reconciliation sheet in Google Sheets for the finance team, and the same row is matched against the bank feed in Xero. The chain is deliberately ordered, because Close Folio cannot be undone and Create Invoice will not run against a folio that is still open.
Human-in-Loop Highlight
Mark Reservation No-Show is the operation to gate, and the reason is that the agent cannot see the thing that decides it. apaleo applies the reservation's own no-show policy when the status is set, which means a fee lands on a real guest's bill because a room sat empty at the cutoff hour. That is correct behavior when the guest genuinely never came. It is a bad night for a hotel when the guest was on a delayed flight, called the front desk at eleven, and the person who took the call went home without touching the record. In the data those two stays are identical: a confirmed reservation, no check-in, an empty unit. So the agent stops before it charges anyone. It runs List Reservations for arrivals still in Confirmed status past the property's cutoff, Get Reservation on each for the booker, the channel it came through, and any company attached, Get Rate Plan to read what the no-show policy on that rate actually costs, and Get Unit Availability to confirm the room was in fact held. Then it posts to the duty manager in Slack: "7 arrivals for tonight are still Confirmed with no check-in. 4 came through OTA channels with a one night no-show fee on the rate plan. 2 are on a corporate rate for a company that may check out on account receivable. 1 has a note on the booking from this afternoon. Mark Reservation No-Show applies the policy fee to the folio. Which of these do I mark, and which do I leave for the morning shift?" The manager answers once, and the agent marks only the stays a person released. Cancel Reservation gets the same treatment for the same reason, and Close Folio gets it for a different one: a closed folio accepts no further charges or payments, so anything the night shift forgot to post becomes a credit note and a conversation rather than a line item. This is the digital andon cord at the exact moment a hotel's automation would otherwise bill a guest for being late.
Agent Capabilities
34 actionsReservations
7- List Reservations Retrieves reservations with paging, filtered by property, status, a date range against arrival, departure, stay, creation, or modification, and free text. Expand options pull booker, time slices, services, assigned units, and company data inline, which keeps an audit run to one call.
- Get Reservation Retrieves the full detail of a single reservation, including booker, time slices, booked services, assigned units, and company. Used to load the evidence behind a decision.
- Check In Reservation Moves a reservation to In House. The reservation must already have a unit assigned and be eligible for check-in, so unit assignment runs first.
- Check Out Reservation Moves an in-house reservation to Checked Out. All folios must be balanced before it will succeed, which makes an unbalanced folio a blocking condition rather than a silent one.
- Cancel Reservation Cancels a confirmed reservation. Cancellation fees are applied according to the reservation's own cancellation policy, so this is a charging operation as well as a status change.
- Mark Reservation No-Show Marks a confirmed reservation as a no-show. No-show fees are applied according to the reservation's policy. Gated behind a person, because the record cannot tell a no-show from a late arrival.
- Assign Unit To Reservation Assigns a specific unit to a reservation. The unit must belong to the reservation's property and suit its unit group, so availability is read before the assignment is written.
Bookings
4- List Bookings Retrieves bookings, the container that groups reservations made together, filtered by reservation id, group id, channel, external code, or free text.
- Get Booking Retrieves a single booking with its booker and every reservation grouped under it. Used when a change affects a party rather than one room.
- Get Offers Retrieves bookable offers for a property and stay dates, each one a unit group at a rate plan with the total price for that stay. This is where a new booking gets its valid rate plan ids and per-night amounts.
- Create Booking Creates a booking with one or more reservations. Each reservation needs arrival, departure, adults, channelCode, and a timeSlices array carrying ratePlan.id, unitGroup.id, and totalGrossAmount per night. Build those from Get Offers rather than from assumption.
Properties and units
6- List Properties Retrieves the properties configured in the connected account with their location, currency, and status.
- Get Property Retrieves a single property's full configuration, including address, time zone, currency, and payment settings. Time zone matters, because a cutoff hour is a local one.
- List Units Retrieves the units of the account, optionally filtered by property and unit group, each with its name, condition, maximum occupancy, and unit group.
- Get Unit Retrieves a single unit with its group, maximum occupancy, condition, and attributes.
- Create Unit Creates a unit in a property and unit group. Name and maximum occupancy are required. Returns the new unit id.
- List Unit Groups Retrieves the unit groups, meaning room categories such as Single, Double, or Suite, optionally filtered by property, with member counts.
Availability
2- Get Unit Group Availability Retrieves availability per unit group for a property over a date range, with sold, available, and total counts per date. This is the read behind an availability calendar or a yield decision.
- Get Unit Availability Retrieves availability per individual unit over a date range, showing which rooms are free, occupied, out of order, or out of service. Out of order is the distinction that stops an agent assigning a guest to a room with a broken shower.
Rate plans and services
4- List Rate Plans Retrieves the account's rate plans, optionally by property. Each carries its pricing rules, the unit group it applies to, its cancellation and no-show policies, and included services. Read only through this connector.
- Get Rate Plan Retrieves a single rate plan with its restrictions and policies. Used to find out what a cancellation or no-show actually costs before a decision is put to a person.
- Get Rate Plan Rates Retrieves per-date rates and restrictions over a range, including price, minimum length of stay, and closed or open status. Read only, which keeps pricing changes with the revenue manager.
- List Services Retrieves the additional services configured in the account, such as breakfast, parking, or late check-out, with each code, default price, and pricing unit.
Companies
2- List Companies Retrieves the corporate clients, travel agencies, and government buyers configured in the account. These are the entities negotiated rates and invoices attach to.
- Create Company Creates a company for a property with a unique code, name, address, and whether it may check out on account receivable. That last flag decides whether a stay can leave the property unpaid, so it is set deliberately.
Folios
5- List Folios Retrieves folios, meaning guest bills, optionally by property and reservation, with their balances and status.
- Get Folio Retrieves a single folio with all charges, allowances, payments, and the current balance. The evidence behind a checkout or an invoice.
- Post Charge To Folio Posts a charge to a folio, such as accommodation, food and beverage, or city tax. Requires the charge name, service type, VAT type, and gross amount.
- Add Payment To Folio Records a manual payment on a folio, such as cash, a bank transfer, or a voucher. Card payments captured through apaleo Pay use apaleo's own terminal flow instead.
- Close Folio Closes a folio, which requires a zero balance. Once closed, no further charges or payments can be posted to it, so anything missed becomes a correction rather than an edit.
Invoices
4- List Invoices Retrieves invoices, optionally by property, each with its number, recipient, total, and status of created, paid, or canceled.
- Get Invoice Retrieves a single invoice with its recipient, line items, totals, and status.
- Create Invoice Creates an invoice from a closed folio, in the language code the document should render in. The folio must be closed first, which is why the settlement chain runs in order.
- Mark Invoice As Paid Marks an invoice as paid. Used when the money arrived outside apaleo, such as a corporate transfer that clears days after departure.
Triggers
1 triggersEvent Triggers
1- On Apaleo Event Fires when apaleo emits a webhook event on the chosen topic, covering Reservation, Folio, Invoice, Rate Plan, Booking, Unit, Property, and more. The subscription can be scoped to a single property and filtered to specific event types such as created, changed, or checked-in. apaleo does not sign its webhook deliveries, so the reliable pattern is to treat an arriving event as a prompt and re-read the record with Get Reservation, Get Folio, or Get Invoice before acting on it.
Frequently Asked Questions
What can FlowRunner do with Apaleo?
FlowRunner agents can run List Reservations, Get Reservation, and Check In Reservation in Apaleo, plus 31 more actions.
Does connecting Apaleo to FlowRunner require OAuth?
Yes. Apaleo connects to FlowRunner with OAuth 2.0, so agents authenticate without handling raw credentials.
Can Apaleo trigger a FlowRunner workflow automatically?
Yes. Apaleo supports 1 trigger that can start a FlowRunner workflow automatically.
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