Payments
Hotel guest payments and the hotel’s SaaS subscription are separate ledgers. Choose the correct workflow before taking or refunding money.
Two payment flows
Platform billing pays for the software plan. It uses the billing page, provider checkout/portal, subscription webhooks, and plan status.
Hotel billing settles a reservation folio. It supports deposits, cash/card/reference capture, online payment links, receipts, refunds, and invoices.
Record a guest payment
- Open the reservation or guest folio and verify the guest, stay, balance, currency, and existing payments.
- Select the payment method and enter the amount actually received.
- Add the external reference for card terminal, bank transfer, or mobile wallet payments.
- Confirm the payment once. Wait for the result instead of double-clicking or refreshing mid-request.
- Issue the receipt and verify that the folio balance changed by the same amount.
| Field | Meaning | Example |
|---|---|---|
| Amount | Money received in the folio currency. | 150.00 |
| Method | Cash, card, bank, gateway, or configured method. | Card terminal |
| Reference | Provider/terminal/bank trace identifier. | TERM-92841 |
| Note | Operational context without sensitive card data. | Deposit collected at reception |
Refunds and reversals
A refund should reference the original payment, require the correct permission, and leave an audit trail. Never delete a settled payment to “fix” a folio. If the gateway refund succeeds but the page times out, search by reference and review webhook/payment logs before retrying.
Sandbox to live checklist
- Use sandbox credentials for testing and separate live credentials for production.
- Register the exact HTTPS webhook URL and copy the provider’s signing secret.
- Test success, failure, cancellation, duplicate webhook, and refund paths.
- Confirm the correct currency and statement descriptor.
- Restrict live refunds and overrides to approved roles.
For cashier close, split folios, night audit, and delayed handover charges, continue to Billing & Night Audit.