Set up Cloudbeds Payments account

Introduction

Cloudbeds Payments allows your property to process guest payments directly through Cloudbeds PMS. Setting up the account includes connecting Cloudbeds Payments, providing the required business and ownership information, adding payout bank details, and configuring how credit card payments are handled.

Before starting, make sure Cloudbeds Payments has been enabled for your property and that you are logged in as the Property Owner user. Follow the steps below to complete the setup from connection through payment processing.

Table of contents

• Before you begin
• Step 1: Getting started
• Step 2: Connect Cloudbeds Payments to your Cloudbeds PMS
• Step 3: Set up your Cloudbeds Payments account
• Step 4: Enter your bank account details
• Step 5: Set up Billing Address Requirements and Credit Card Configuration
• Step 6: Processing methods
• Step 7: Cloudbeds Payments is successfully connected

Before you begin

Review the following information before starting the Cloudbeds Payments setup:

• If interested in this feature, you can schedule a free demo with our sales team here.
• You can only begin the application process if our sales representative has enabled this feature.
• Once you provide all the required information, you can process payments. Completing the application is important to ensure you receive all the needed information.
• We encrypt credit card numbers to secure your card data more safely. Check this article for more information: Cloudbeds Payments - Why can't I view full credit card details?
• If you'd like to order a terminal (if it is available for your region), contact our Support Team.
• Check country requirements here: Apply for Cloudbeds Payments account - countries requirements.

Step 1: Getting started (information required to set up Cloudbeds Payments)

When setting up the payment processor, you would need the below information:

1. Business information:

• Business name
• Business or tax identification number
• Business address
• Business phone number
• Business email address
• Business website

2. Owner information:

• Only one business owner is mandatory to list.
• A physical ID or a high-quality digital copy is always necessary.

• Name
• Date of birth
• National identification number
• Address
• Email
• Phone number

3. A bank account under the Business Legal Name
Other documents (these are not always needed, but it is good to have them accessible)

• Government-issued ID
• Government-issued company document
• Bank statements from the last 30 days

Step 2: Connect Cloudbeds Payments to your Cloudbeds PMS

You must log in as the Property Owner user to set up Cloudbeds Payments.

1. Click Account > Settings > select Finance
2. Select Payment Options.
3. Select the Credit Card tab and scroll down to the Payment Gateway section.
4. Turn on Activate/Deactivate.

5. The Cloudbeds Payments card appears with the status Not connected. Click Connect to start the Cloudbeds Payments onboarding process. Continue with the next steps to provide the required business, ownership, and payout bank information.

Step 3: Set up your Cloudbeds Payments account

1. Select the type of business:

• Individual / Sole Trader: This type of business where there is no legal distinction between the business entity and its owner, so it best fits situations where the organization only has one owner.
• Company: Legal entity formed by a group of individuals to engage in and operate a business commercial or industrial enterprise.
• Non-profit: Typically reserved for nonprofit corporations or businesses that are tax-exempt.

2. Choose the appropriate business structure (for companies or non-profits).
Remember that these options can differ significantly from country to country. The steps outlined below are tailored to accounts based in the USA. Please take into account the regulations and requirements for your country when you complete this section.

Company:

• Limited Liability Partnership (LLP): An LLP is a legal business entity with limited liability for its members. The main difference between an LLP and a limited company is that an LLP has the organizational flexibility of a partnership and is taxed as a partnership. In other respects, it is very similar to a private company.
• Unincorporated Partnership: Non-legal entity with no veil of incorporation privilege, in which two or more people undertake to combine their labor or property to achieve a common goal. In an unincorporated partnership, all partners are unlimitedly and collectively responsible for the partnership's debts with their assets.
• Private Company: A private company cannot be owned by any members of the public. Instead, it will be owned by an NGO (non-government organization) or a relatively small number of shareholders, and the sale of company shares is handled privately.
• Other/I'm not sure
• Non-profit:
  • Charitable company: Non-profit organization whose primary objectives are philanthropy and social well-being.
  • Unincorporated Association: An organization set up through an agreement between people who come together for a reason other than to make a profit (for example, a voluntary group or a sports club). Individual members are personally responsible for any debts and contractual obligations.
  • Other/I'm not sure

3. Fill out the business information:

• Legal business name: This is how your business is legally listed. If you are a sole proprietorship, the legal name should be the name of the sole owner.
• Company number
• Doing business as name (optional): The company's operating name if it is different from the legal name.
• Registered business address
• Physical address of the legal entity
• Business phone number
• Business website: No website? You can enter the property name and phone number instead.

4. Fill out the business representative (property owner) details:

• Legal name
• Email address
• Job title
• Date of birth
• Home address
• Phone number
• Select the appropriate box:
  • I own 25% or more of the company
  • I am a member of the governing board of the company

5. Add the director's details:

• Legal name
• Email address

6. Click to Finish the Onboarding Process in the Cloudbeds PMS

7. Review the business and the management and ownership details on the Stripe onboarding page. Then, Agree & submit the information.

Step 4: Enter your bank account details

1. Once redirected to Cloudbeds, this is the last step to be completed. You will need to add a bank account under the company's legal name, where you will receive the payouts from Cloudbeds Payments. More information about payouts: Cloudbeds Payments - Payout Times & Reporting Overview. Click Add to input the bank account details.
2. Enter the IBAN (International Bank Account Number) and Save.
   The bank account provided must be in the name of the business. The only exception is if you are a sole proprietorship, in which case the bank account can be in the name of the owner.

After onboarding is submitted, the Cloudbeds Payments card may show one of the following statuses while setup or verification is still in progress:

• Additional data required: The onboarding process is not complete. Click Finish onboarding process to provide the remaining information.

• Pending verification: The gateway connection request is being processed. No action is required while the account is under review.

Step 5: Set up Billing Address Requirements and Credit Card Configuration

This only applies to direct bookings. To set up billing address requirements for OTA reservations, go to the OTA extranet or contact their support team.

1. Check the appropriate boxes if you would like to capture the billing address for each credit card.
2. You can select which credit card fields you want to display and which are mandatory.
   • The more information inputted, the more protection can cause more declines.
   • As a reference, the fields selected below are recommended.

Step 6: Processing methods

Check the following article on how to set up Processing Methods (automatic and scheduled processing)

Step 7: Cloudbeds Payments is successfully connected

Once the Cloudbeds Payments status shows Connected, you can start processing your guests' payments using the gateway.

The image below shows the final connected state. The Cloudbeds Payments card displays the account number, and the payout bank account appears under Bank Account.

If the account has not reached Connected status, review the status shown in Cloudbeds Payments and complete any required onboarding information or wait for verification, as applicable.

Next Operational Step

Once Cloudbeds Payments is connected, continue to How to Process Payment Through Payment Gateway to begin processing guest payments.