How to process payments through payment gateway

1. Search for the Reservation and click Folio.
2. Open a folio you want to add payment to



3. Click +Add and select Payment.

 

In a new window:

 

4. Select which guest you want to assign the payment to.
5. Select which folio the payment should be added to.
6. Enter the amount of payment (by default, it will be the balance due, but you may edit the amount).
7. Select the Payment Type > Credit Card 
   • You may select either Credit card x(last 4 digit numbers of the card) — if the card details are already entered on the Credit Card tab,
   • or, select + Add new credit card and enter a new credit card (step 9 below).

8. Select how to process the payment

• Charge: processes the payment from the guest's card through the payment gateway immediately
• Pre-authorize: holds an amount on the guest's card, which can be charged later on Credit Card tab
• Record previous payment (don't charge): adds a payment record to the folio and won't process any payment through the gateway. Useful if the payment has already been processed through an external system
  • Post with current date and time: When this box is checked, the current date and time will be posted for the transaction when you click the Continue button. You can uncheck if you are adding a transaction for the past.
  • Enter and store credit card details: Check the box if you are charging a card with details not already in the system.

9. Input the card information (if you previously selected to add a new card in step 7).
10. Enter notes.
11. You can allocate the payment to a specific revenue item or invoice if you have this functionality enabled. This allows you to generate an Allocated Receipt immediately after the payment is processed. Learn more: Receipts and Payment Allocation Guide: Receipts and Payment Allocation Guide
12. Click Continue.

 

How it looks like on the Folio

The payment processed will appear in Folio. The field Type will show that the payment was processed by the gateway. There will be a gear icon with an option to refund the payment through gateway:

 

 

Generating Receipts & Payment Allocation

Once a payment has been successfully processed through the gateway, you can generate a Receipt as official proof of payment for your guest.

Cloudbeds supports two types of receipts:

• Simple Receipts: Confirms a payment was received without linking it to specific line items.

• Allocated Receipts: Matches the payment to specific folio charges (e.g., Room Revenue or Taxes), ensuring clear accounting and preventing double-billing.

⚠️To use the advanced Allocated Receipts functionality, you must first enable Payment Allocation in your System Preferences.

1. Go to Reservation and click Credit Cards.
2. Click +Add Card.

3. Enter the credit card details and Save.
   • Mark the card as active to be able to process it
   • Select a type of credit card
   • Enter cardholder name
   • Enter card number
   • Select Expiration Date
   • Enter CVV if needed

Click the card on the left, then click blue Authorize button.

 

5. Enter the amount to authorize (hold) on the guest's card, then click Authorize.

Now you can:

6. Authorize another amount.
7. Capture the total authorized amount — select this option to add payment (charge guest's credit card).
8. Void the authorization.

 

When Capture is selected, you can enter the amount to be charged (by default, it will be the authorized amount).