Process a transaction through the Terminal with Cloudbeds Payments

Introduction

Cloudbeds Payments terminals process card-present payments from a confirmed reservation's folio. You can collect a standalone payment or add a product and collect its payment in the same workflow.

Confirm the terminal requirements before starting, and then select the workflow that matches the transaction.

Table of contents

• Terminal payment requirements
• Process a terminal payment from the folio
• Add a product and process a terminal payment
• Resolve an Internal Server Error

Terminal payment requirements

Confirm the following before processing a terminal payment:

• Confirm that Cloudbeds Payments terminals are available in the property's region. See Cloudbeds Payments - Terminals Overview.
• Enable Cloudbeds Payments before processing a terminal transaction. See Cloudbeds Payments - Everything you need to know.
• To learn about Cloudbeds Payments or order a terminal, contact the Cloudbeds Sales team.
• Confirm the reservation before activating the terminal. You cannot use the terminal while creating a new reservation.
• Use the terminal only for charges connected to Cloudbeds PMS. It cannot process transactions from external systems, such as Poster.
• All terminal payments are processed in the property's configured currency.

Process a terminal payment from the folio

Use Add Payment when you need to collect a payment without adding a product in the same action.

1. Go to Main Menu > Reservations, open the reservation, and select Folio.
   
2. Select + Add.
3. Select Add Payment.
   
4. Select the guest, when applicable.
5. Select the folio, when applicable.
6. Review the Amount. Cloudbeds displays the balance due by default, but you can enter another amount.
7. Under Payment Type, select Terminal. The other available options are:
   • Stored Credit Card: Process the transaction using a card saved to the reservation.
   • Add new credit card: Enter new card details and process the transaction.
8. Select the terminal that will process the transaction. If another terminal is required, select Choose Another. Select Cancel to stop before sending the transaction.
9. Select Process Payment.
   

Full card details are not available for terminal transactions. See Why can't I view full credit card details?

Add a product and process a terminal payment

Use Add Product to post an item, such as a minibar charge, spa add-on, or incidental, and collect its payment in one workflow.

1. Go to Reservations, open the reservation, and select Folio.
2. Select + Add.
3. Select Add Product.
4. Complete the product details:
   • Category: Select the product category.
   • Product: Select the item.
   • Assign to: Select the guest purchasing the product.
   • Price: Edit the price when needed.
   • Quantity: Enter the number of items.
5. Under Payment Type, select Terminal. The other available options are:
   • Do not collect payment: Add the product without collecting payment.
   • Stored Credit Card: Collect payment using a saved card.
   • Add new credit card: Enter new card details and collect payment.
   • Pay by Link: Send a payment link to the guest.
6. Use the displayed terminal, or select Choose Another and select a different terminal.
7. Select Process Payment. To save the product without allocating payment, select Skip allocation.
8. Ask the guest to tap, insert, or swipe the card.
   

Product payment results

When the charge succeeds:

• The product and payment, including the card brand, last four digits, and amount, appear on the folio.
• The product is added to the reservation.
• The guest is charged in one transaction.

When the guest cancels or the charge fails:

• The product is not added to the folio.
• No charge is posted.
• You can retry using the same or another payment method.

Resolve an Internal Server Error

An Internal Server Error can appear while processing a transaction or recording a previous payment. Complete these checks:

1. Confirm that the email address under Guest Details is valid. Placeholder addresses, such as Test@Test.com, can cause the error.
2. Confirm that an OTA-generated guest email address is valid.
3. For a card issued in the United States, confirm that the country under Guest Details is United States.
4. Under Saved Cards or the Credit Cards tab, confirm that the expiration date and CVV are valid.
5. If Cloudbeds Payments was connected recently, confirm that onboarding is complete.

Next Operational Step

After the payment succeeds, review the folio and confirm that the payment and, when applicable, the product appear with the correct guest, folio, amount, and card details.