How to process payments through payment gateway

1. Search for the reservation and click Folio.

2. Open the folio you want to add the payment to.

   

3. Click +Add and select Payment.

In the 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 payment amount. By default, this is the balance due, but you can edit it.
7. Select Payment Type > Card.
   • Select Card x(last 4 digit numbers of the card) if the card details are already entered on the Cards tab.
   • Alternatively, select + Add new card and enter a new card in step 10.

If you use Cloudbeds Payments, you can also send a payment link to collect the payment. See Cloudbeds Payments - How to Send a Payment Link (Pay-by-Link).

8. Select the payment type:

• Online Payment: Processes the payment from the guest's card through the payment gateway immediately.
• Online Authorization: Holds an amount on the guest's card, which can be charged later on the Cards tab.
• Offline Payment: Adds a payment record to the folio without processing a payment through the gateway. Use this when the payment has already been processed through an external system.

9. Choose any of these options that apply:
   • Post with current date and time: When checked, the current date and time are posted for the transaction when you click Continue. You can uncheck this when adding a transaction for the past. This does not change the date of an online payment, which is always the current date.
   • Enter and store card details: Check this box if you are using a card whose details are not already in the system.
10. Enter the card information if you selected + Add new card in step 7.
11. Enter notes.
12. If this functionality is enabled, you can allocate the payment to a specific revenue item or invoice. This allows you to generate an Allocated Receipt immediately after processing the payment. See the Receipts and Payment Allocation Guide.
13. Click Continue.

1. Open the reservation and click Cards.
2. Click +Add Card.

If you have already entered the card details, or the reservation was imported with card details, select the card and continue to step 4.

3. Enter the card details and click Save.
   • Mark the card as active to be able to process it.
   • Select a card type.
   • Enter the cardholder's name.
   • Enter the card number.
   • Select the expiration date.
   • Enter the CVV if needed.

4. Click the card on the left, then click the 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 to add the payment and charge the guest's card.
8. Void the authorization.

For more information, see How to Authorize a Card With The Payment Gateway Feature.

When you select Capture, you can enter the amount to charge. By default, this is the authorized amount.

If this functionality is enabled, you can allocate the payment to a specific revenue item. See Payment Allocation.

Cloudbeds supports two types of receipts:

• Simple Receipts: Confirm that a payment was received without linking it to specific line items.
• Allocated Receipts: Match the payment to specific folio charges, such as Room Revenue or Taxes, ensuring clear accounting and preventing double-billing.