How to Set Up Payment Processing on Cloudbeds PMS

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Payment Processing (also known as Payment Gateway) automates payment transactions between you and your guests and allows properties to process, verify, and accept/decline credit card transactions on behalf of the merchant through secured internet connections.

If you are using Cloudbeds Payments, refer to Cloudbeds Payments - Everything you need to know

Payment Processing feature is a paid add-on. To enable it, contact us at hospitality_consultants@cloudbeds.com or reach out to your Cloudbeds Market Manager.

Before Starting

  • To verify the legitimacy of your guests' credit cards and collect the payments immediately through Cloudbeds PMS, you must sign up with one of the payment processing companies integrated with Cloudbeds.
  • List of payment processors that connect and transfer funds directly to your bank account: Payment Processing Currently Supported.
  • Terminals can only be connected to Cloudbeds PMS if you have Cloudbeds Payments enabled.

Set Up Payment Processing

Step 1 - Activate Payment Processing
  1. Click Manage
  2. Under the Property Configuration section, click Payment Options
  3. Click the toggle under Connect Payment Gateway section to activate payment processing
  4. Set the mode to LIVE

The Live/Test toggle will be displayed only when you are connecting the payment gateway for the first time.

When the button is set to TEST, it can be changed to LIVE, but once it's LIVE it cannot be changed back to TEST.

After refreshing the page, this button will disappear.

Step 2 - Connect Your Gateway

A drop-down with a list of payment gateways will be displayed underneath (along with authentication fields). Select  your payment gateway.

The required authentication fields are different for each payment gateway. It can be found within the account setting of your gateway and by contacting your payment gateway's support team.

Example: Maxipago requires Merchant ID, Merchant Key, and Processor

If the information entered does not meet the required field you will receive the below error. Make sure to input the correct credentials.

When the credentials are correct, the system will show the payment gateway as Verified. It means that the credentials met with the required data fields, but you still need to test the gateway to ensure the connection is complete.

Step 3 - Billing Address Requirements

It can be advantageous to include the credit card billing address for payment processing purposes. When possible, Cloudbeds will capture the billing address for your guest's credit cards.

This only applies to direct bookings.

If a channel/OTA sends the credit card information to Cloudbeds PMS, the system will display the exact credit card data they sent to us. We cannot force or require a channel to include the credit card billing address for your channel reservations.

Contact your channel's Account Manager if you want to the credit card billing addresses to be sent automatically from the channel to Cloudbeds PMS.

When setting up credit card payments, you will have the following optional selections to choose from:

If desired, you can leave all of the options unchecked, leaving the billing address as non-required.

The option Use Guest Details as Billing Details when information is not available means that if the payment gateway settings were configured to ask for some additional credit card details in booking engine, when an OTA reservation comes, the system will fill out the basic card data and the rest of the of information will be pulled from the guest details.

If you do not have this option available, contact our support team.

Credit Card Configuration

When your guest is paying with a credit card, you can select which fields you want to display and which of those fields are mandatory. Applied to your direct reservations (Cloudbeds Booking Engine).

The list varies based on each gateway.

Step 4 - Processing Methods (Automatic/Scheduled Actions)

After you enter the required information and the account is verified, you will see a list of radio buttons to select the default option for direct reservations (Cloudbeds Booking Engine reservations).

If you are using myallocator (channel manager by Cloudbeds) to connect to either Booking.com, Agoda or Expedia, you will likewise see an option to select a default option for those channels as well.

  1. Do nothing. I will process payments at a later time
    • This option captures the credit card information for you to access later. It does not do anything to the credit card besides capture the information and store it.
  2. Authorize credit card for the amount of deposit, but do not collect the payment
    • When this is selected, Cloudbeds sends the transaction to your processor for authorization. If approved, the transaction is placed in your Unsettled Transactions with a status of Authorized/Pending Capture.
    • The authorization places the funds on hold with the guest's bank. When the transaction is captured, the funds transfer process will occur.
    • This can be useful in situations where the reservation is booked for a later date. You can authorize the transaction to ensure the funds are available, then capture the transaction to obtain the funds upon arrival.

The maximum period of authorization is 7 days. Authorizations that are more than 7 days old are considered as auto-voided and are not shown in details.

  1. Process the payment for the amount of deposit
    • With this transaction type, the process is completely automatic.
    • The transaction is submitted to your processor for authorization and, if approved, is placed in your Unsettled Transactions with the status Captured Pending Settlement.
    • The transaction will settle at your next batch.
  2. Would you like this action to be performed immediately after receiving the reservation, or postpone it until closer to the arrival date?
    You may select whether to perform this action immediately or postpone it until closer to arrival date

Virtual credit card (VCC) provided by OTAs (Online Travel Agencies) may have specific processing requirements. Confirm the policy with the OTA before setting your payment processing method. Some virtual cards can only be charged one day after check-in or on the check-out day in exact amount sent by the OTA.

Examples:

If you choose the option Postpone until closer to arrival date, the scheduled payment will not affect guest's balance due until the payment is actually posted (Amount Paid under the balance due window) — the scheduled payment will not be displayed on the folio.

Why? There is no guarantee that the payment will be posted — for instance the credit card couldn't be authorized or the transaction could fail due to payment processing errors.

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