Cloudbeds Payments - How to Use a Payment Link (Pay by Link)

1. Using the search bar, look for the guest's reservation.
2. Click Folio.

1. Click Folio.
2. Click Add/Refund Payment.
3. Select Add Payment.

4. Select the guest to assign the payment.
5. Select the folio to post the payment.
6. Make sure the amount is correct. Edit if necessary.
7. Select the payment type Pay by Link.
8. Select the collect payment method.
   • Charge: Collects payment at the time the guest enters their card information and approves the payment. The money is collected, and you will see a payout within the next few days.
   • Pre-Authorize: Checks to make sure the guest has the funds in their account, and will hold the selected amount, at the time they approve the payment. With Pre-Authorize, you will need to go back to the folio to collect the payment and settle the funds (within 30 days of the authorization) to receive the payment in a payout. Learn more: How to Process Payment Through Payment Gateway
9. Enter the guest's email address to send the payment link.
10. You have the option to select if the payment link expires. Options are:
    • None (the link will not expire)
    • 1 day
    • 3 days
    • 7 days
    • 14 days
    • 30 days
11. Add a note (internal use not shared with the guest). This will appear in the guest's folio.
12. Allocate payment. Learn more: Payment Allocation Overview
13. Click Continue.

The customer will receive an email from your property, with the subject line "Property_Name - Pay by Link".

The email will include the property logo, and the following text: 

Thank you for choosing [Property_Name], please complete a secure online payment.

[Property_Name]
[Property_Address]
[Property_Phone]
[Property_Email_Address]

Invoice
Reservation ID:
Amount:

Example:

Once the customer clicks PAY NOW button in the email, they will be directed to a payment collection page where they can enter their contact and credit card details, agree to your Terms and Conditions, and click PAY.

3D secure is required by law in Europe and is optional in other regions but banks may still use it as a tool to reduce fraud. Learn more: Cloudbeds Payments (Europe) - Everything about 3D Secure

Below is an example of an authenticated checkout flow by Cloudbeds Payments.

Step 1: The customer enters their card details (previous section: Guest pays using the link)

Step 2: The customer’s bank assesses the transaction and 3D Secure protocol will be prompted at this step (authentication by using fingerprint, passwords, SMS code, etc).

Step 3: If required by their bank, the customer completes an additional authentication step.

Once the guest approves the payment, the payment details will be posted on the folio with a note Payment from Pay by Link. Click the gear icon to allocate payment or refund transaction.

Submit the refund directly from the folio when needed.

1. On the folio, locate the payment details.
2. Click the gear icon.
3. Select Refund Transaction.

4. Enter the amount to be refunded.
5. Keep the checkmark to allocate the refund.
6. Click Process Refund.

To manage the links that are sent but not paid, view the Sent Pay by Link tab within the reservation. In this tab, you can see details of the link sent to your guest:

1. Sent Date: Date the link was sent.
2. Expiration Date: Expiration date was configured for the link.
3. Status: Status of the link (Sent, Paid, Canceled).
4. Amount: The amount set to be charged or authorized.
5. Payment Type: Charge or auth (authorize).
6. Email: Email address that the link was sent to.
7. Link Type: What part of the system the link is related to.
8. Actions: Click the button to choose action: copy, resend or cancel link.
   • Copy link: Allows for copying the link and pasting in a communication app. For example, if you would like to send the link via WhatsApp, you can copy and paste.
   • Resend link: For when the guest states that they did not see the link within their email. When you select to resend the link, the original link expires, and a new link will be created and sent for security purposes. The original link's status will be updated to Canceled.
   • Cancel Link: Will expire the link and the guest will no longer be able to input payment.

If the link is expired or canceled and the guest click the link, they will see an expired link message: