We set up your system for payments to be processed automatically. If a guest books online, they will be automatically charged according to your terms and conditions. If the booking is made outside your balance period, then a deposit will be charged, and the balance payment will be set up to get processed automatically when it is due. However, for bookings you have entered, you may need to send a link for credit card or EFT payment.
First, go to the 'Charges & Payments' tab of the booking:
If a guest has booked via your website, then you will see the deposit/balance payment listed under 'Payments' and their credit card details will already be stored against the booking in Stripe. In those scenarios, you will see a blue box under the payments section, which says: 'Make a Charge Using Stripe' (see screenshot below). If you need to process a payment manually for the booking, then click on that button and in the pop-up screen, enter the payment amount and click on 'Charge Now'.
If there is no credit card stored in the booking yet, and you want your guest to pay via credit card, you will need to send them an email with a link for payment. To do this, go to the 'Mail & Actions' tab. You will need to locate the correct email template to send to the guest, depending on your terms and conditions. Let's assume you require payment in full 30 days prior to check-in and a 50% deposit outside of 30 days. If check-in is more than 30 days away, then you will need to send them the 'Payment Request - 50% deposit' email. Scroll down to this email template and click on the 'Send Now' button. Please note, you will need to ensure you have an email address set up for the guest. If there is no email address in the 'Email' box, enter the email address and then click the Update button. Alternatively, you can leave the email address blank (for instance if you don't want to send confirmation to the guest, or start the Duve guest portal process, until you have received payment) and then enter the email address manually in the following pop-up screen.
Once the pop-up screen opens, you can enter the email address manually if that is your preference. By default, we set up the system to bcc you on all emails, but if you have turned this off and want to receive a copy of this email, you can enter your email address in the cc section. You can also manually override any wording, but the 'Pay Now' link will have the 50% deposit amount pre-loaded. When you are ready to send, click on the 'Send' button at the top right hand corner of the pop-up screen. The pop-up window will close once the email has been sent by your server.
Once the guest clicks on that link in the email and pays via Stripe, their credit card details will be securely stored against that booking in Stripe for future payments, either auto payments via the 50% balance auto-action, or any manual payments you may need to charge. For those payments, as per earlier in this article, you need to click on the 'Make a Charge using Stripe' button.
You can manually enter card details in the bottom section of the booking, but we recommend sending an email with a link for payment rather than collecting and entering card details yourself, as per PCI compliance guidelines. In this instance, you just need to enter the card details, then send the card to Stripe, remembering to enter the card CCV:
If you are happy for your guest to pay via EFT, you will need to send them the link for EFT payment email. Once the payment hits your bank account, you will need to mark that payment off against the booking. To do this, go to the payments section and enter a payment description in the first box. Enter the amount paid under the Price column, then click on the plus icon to enter the payment. The banknote icon next to the plus icon will automatically populate the balance owing on the booking into the payment amount box.
