Expedia reconciliation feature - Cancel and update reservations from within Cloudbeds PMS

Lorena Pamplona

Updated December 11, 2025 18:45

This article introduces users to the new Expedia reconciliation feature that allows users to manage Expedia reservations received in Cloudbeds PMS more efficiently. This release includes features such as cancellation before and after check-in, as well as updating reservation dates and rates.

Overview

You can report cancelation and reservation updates back to Expedia, without leaving Cloudbeds PMS system. By using this the reconciliation feature you can:

Update the channel with new availability in hopes of generating a last-minute booking;
Choose a reason of cancelation;
Choose to collect the cancelation fee - all without leaving Cloudbeds PMS system.
Update reservation dates and price.

Enable the Expedia reconciliation feature in Cloudbeds PMS

Go to your system settings
Open the preferences tab
Under automation preferences, enable the toggle to allow OTA reservation reconciliation (only for Expedia)

Which Expedia Cancellation Method to Use

Before diving into the step-by-step instructions below, use the following table to quickly understand which cancellation method applies depending on the reservation’s check-in status and payment type.

Scenario	Cancellation Method	Notes
Before check-in date	Standard Expedia cancellation process	Allowed for both Expedia Collect and Hotel Collect reservations
After check-in date	Expedia Reconciliation feature	Only for Hotel Collect reservations; check-in must be in the past

Cancellation and reconciliation in Expedia reservations

Cancelations before the check-in date

Note: This section explains the standard Expedia cancellation process, which must be done before the check-in date. If the check-in date is already in the past, you must use the Expedia Reconciliation feature instead.

Before the check-in date, you can follow the standard procedure to cancel reservations from OTA's. The reconciliation feature does not need to be enabled.

Check this guide to learn more.

You can cancel a reservation on or before the reservation's check-in date, either upon guest request or in cases of invalid payment methods (for Hotel Collect payment method only). Note that:

A reservation cannot be canceled using the standard Expedia process if the check-in date is in the past. In this case, the Expedia Reconciliation feature should be used instead.
A reservation cannot be canceled if it is already in a canceled state.
You can cancel before check-in Expedia Collect and Hotel Collect reservations.
You must provide a reason for the cancelation and agree to waive any cancellation fees and other amounts associated with the reservation.

Cancel a reservation after the check-in date

Note: This process applies only to cancellations using the Expedia Reconciliation feature. This feature allows cancellation after the check-in date for Hotel Collect reservations that were not canceled before arrival.

With the reconciliation feature enabled, you can cancel a reservation after the reservation's check-in date, either upon the guest not showing up or if the cancellation was requested by the guest.

Only Hotel Collect reservations can be reconciled.

Check-in dates should be in the past.
Reservations can be reconciled from the check-in date until the fourth day of the month after the checkout date - you cannot reconcile future reservations.
- For example, if a guest checks out on March 2nd, you can reconcile the reservation until April 4th. If you do not reconcile the reservation on time, the invoice includes the booked amount.
The cancelation fee or no-show fee cannot be more than the initial booking amount.

Go to the reservation to be canceled
Change the status to canceled
A warning modal will pop up. Click to continue

Select the reason for cancelation
Insert the cancelation fee amount
Click to cancel reservation

Reconciliation updates - modify Expedia reservations

With the reconciliation feature enabled, you can modify and send updates to Expedia reservations directly from Cloudbeds PMS.

Only Hotel Collect reservations can be reconciled in this case.

Check-in dates should be the current date and/or in the past.
Reservations can be reconciled from the check-in date until the fourth day of the month after the checkout date - you cannot reconcile future reservations.
Amounts for dates included in the original reservation cannot be modified to a value of three times above the actual amounts applicable to that date (for additional dates, there is no limit).
Up to three days can be added before the original check-in date or up to three days after the original checkout date.

In the reservation page, you can edit the reservation via:

If the reconciliation is successful, the reservation will be updated in Expedia's extranet.
If the reconciliation fails, a log about failed reconciliation will be displayed in the reservation logs.