Stripe deposit and balance

Stripe - Collect a deposit at time of the booking and outstanding balance before Checkin

This page is about the menu  (SETTINGS) PAYMENTS > PAYMENT GATEWAYS > STRIPE and automatic payment collection and explains how to setup payment collection and pending payments to collect a deposit at the time of the booking and a balance before the guest check-in.

1 Use

You can use this method if:

You have a Stripe account and you have connected it to your property.

And

You have bookings from your direct booking page.

And/Or

You have bookings from booking Channels/OTAs.

If you are in the EU and/or have guests from the EU, you may need to comply with 3DSecure Payments, this will require you to send a payment link to the guest to make the payment directly.

2 How it works

Credit card details will be sent to Stripe and you can collect a payment. You can define the Payment Due date/time and the amount of the payment. You want to collect full payment at the time of the booking. For bookings created within 14 days (for example) of check-in, collect the full payment (Near term bookings)

3 Set up

Step 1: Setup your Booking Rules for Payment Collection

Go to (SETTINGS) PROPERTIES > BOOKING RULES > NORMAL BOOKINGS.

• Select Booking Type = Confirmed with deposit collection 1- via payment gateway

Go to (SETTINGS) PROPERTIES > BOOKING RULES > NEAR TERM BOOKINGS. (optional)

• Set Days in Advance = 14 (set the appropriate days)

• Select Booking Type = Confirmed with deposit collection 2- via payment gateway

Step 2: Setup the Payment Collection Rules

Go to (SETTINGS) PAYMENTS > PAYMENT COLLECTION

• Set Non Payment Booking Status = Cancel

This sets the status of the booking if payment is not completed at the time of booking. Note : that if this setting is set to request, the guest will be sent a booking email even if they do not make a payment. If this setting is set to cancel the guest will only be sent a booking email after payment is made.

• Set Deposit Collection 1 - Percentage = 30 (enter the value you want to collect as your deposit)
• Set Deposit Collection 2 - Percentage = 100

Step 3: Setup Stripe Account

Go to (SETTINGS) PAYMENTS > PAYMENT GATEWAYS > STRIPE and set:

Stripe is compatible with the pending payments auto charge function and direct charging a stored card from bookings, when you connect via the ‘Connect’ Button.

• Click Connect Button. If you have multiple Stripe Accounts, ensure you connect to the correct Stripe account in your Stripe dashboard.
• Set Enable/Priority - if you plan to use multiple Payment gateways, set the number based on the order on the payment page.
• Save all cards to Stripe = Yes.
• Capture = Yes, for your Beds24 booking page, this will collect the payment at the time of the booking.
• Payment Description - Description for Stripe payments, template variables can be used. This description will be seen in the STRIPE dashboard, this is not visible to the Guest.
• Title - Customise the title for this payment option.
• Instruction - Create an optional description to appear next to the Stripe pay now button.

Step 4: Create a Payment Rule (Optional)

Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments

Go to (SETTINGS) PAYMENTS > PAYMENT RULES

Create a Payment Rule to collect payments if bookings are not cancelled.

Click Create New Payment Rule :

Payment Rule:

• Name = Enter your title - Not Cancelled (for example)
• Action = Auto

Payment Trigger :

• Booking Status = All not cancelled
• Any Booking Info Code (optional)
• All Booking Info Codes (optional)
• Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)

Payment Action :

• Funding Source = Guest card only
• Payment value adjustment = Limit to group booking balance
• Capture = Yes - immediately charged (Capture=Yes)

Prevent Auto Payment :

• Prevent payment if booking status = Cancelled
• Prevent payment after check-out (days) = 7 (default)
• Prevent payment action = Set Manual

Step 5: Create Auto Actions

Two auto actions will be required, one to collect the outstanding balance for ALL bookings and the other to collect the deposit for Channel bookings (Non Virtual Cards).

Go to (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click Create New Action to create them.

Auto Action 1 - Collect outstanding balance for all bookings, direct and channel/OTAs

Trigger tab:

• Time
  • Trigger Event = Checkin
  • Trigger Time = -14 days (set the time you want to collect the payment)
  • Time Window = 14 days (set this to the same number (positive) as Trigger time.

• Booking Source
  • Booking Source =All (this will apply to all bookings, direct, manual and channels). If you want to have different auto actions/rules for direct bookings -v- channel bookings, then select ‘Direct’ this will include manually created bookings and booking page bookings.

• Booking Conditions
  • Group Booking Trigger = Trigger only Master
  • Status = All not cancelled
  • Invoice Balance= Not Zero (can be used to refine the auto action being triggered)
• Info Codes
  • Any Booking Info Code = STRIPEPAYMENT
  • Exclude Booking Info code = BOOKINGVIRTCARD, EXPEDIACOLLECT, AGODACOLLECT

If you receive virtual credit cards from the channels, then enter the Booking Info codes to prevent additional pending payments being added to bookings.

Booking tab: Optional

• Flag Text = Pending payment added (for example)
• Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

Booking Info tab: Optional, for information and reporting

• Booking Info Code = BALANCE (for example enter the value - use one word only)
• Booking Info Text = Enter the description/text to show in for the Booking Info Code.

Invoice tab:

ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.

• Add a Pending Payment to the booking
  • Payment Type = Percent of Group Balance due (select on what the payment is calculated)
  • Description = the text you will see in the "Charges and Payments" tab
  • Status = if you use the status function add the status you want to apply to the pending payment (optional)
  • Amount = 100 (this will be 100% of the outstanding group balance)
  • Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in SETTINGS->PAYMENTS ->PAYMENT RULES they will be available here)
  • Payment Due = Trigger date
  • Payment time = set the time to collect payment
  • Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.

Auto Action 2 - Collect Deposit from Channel bookings - Non virtual cards for channel bookings excluding virtual credit cards

Trigger tab:

• Time
  • Trigger Event = Booking
  • Trigger Time = Immediate
  • Time Window = 1 day
• Booking Source
  • Booking Source =Channel Manager (this will apply to all bookings from OTAs/channels. If you want to have different auto actions/rules for each channel booking, then select the Channel from the list’

• Booking Conditions
  • Group Booking Trigger = Trigger only Master
  • Status = All not cancelled
  • Invoice Balance= Not Zero (can be used to refine the auto action being triggered)
• Info Codes
  • Exclude Booking Info code = BOOKINGVIRTCARD, EXPEDIACOLLECT, AGODACOLLECT

If you receive virtual credit cards from the channels, then enter the Booking Info codes to prevent additional pending payments being added to bookings.

Booking tab: Optional

• Flag Text = Pending payment added (for example)
• Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

Booking Info tab: Optional, for information and reporting

• Booking Info Code = DEPOSIT(for example enter the value - use one word only)
• Booking Info Text = Enter the description/text to show in for the Booking Info Code.

Invoice tab:

ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.

• Add a Pending Payment to the booking
  • Payment Type = Percent of Group Balance due (select on what the payment is calculated)
  • Description = the text you will see in the "Charges and Payments" tab
  • Status = if you use the status function add the status you want to apply to the pending payment (optional)
  • Amount = 30 (this will be 30% of the outstanding balance, use the same value as you set in SETTINGS->GUEST MANAGEMENT->PAYMENT COLLECTION > DEPOSIT 1)
  • Payment Rule = Not Cancelled - See Step 4 above (if you have set up payment rules in SETTINGS->PAYMENTS ->PAYMENT RULES they will be available here)
  • Payment Due = Trigger date
  • Payment time = set the time to collect payment
  • Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.

4 Credit Card details at Stripe

The card will be saved as a new customer in Stripe with the booking number as a reference. Once the new customer is created in Stripe the card can be charged.

Multiple cards can be sent for each Stripe customer and a specific one selected when charging.

Stripe will only accept valid cards. If Stripe reject the card, it's details will still be visible at Beds24.

Info Codes in the "Info" tab of the booking show you which action was performed.

Code	Use
CARDTOSTRIPE	card details were sent to Stripe
STRIPEPAYMENT	payment imported from Stripe
STRIPEFAIL	card could not be sent to Stripe
CARDEXPIRES	added when the card expires before check-in
STRIPEAUTHORIZE	payment has been authorised by Stripe
CARDFAILSTRIPE	card has failed at Stripe, see the note for reason