- Cloudbeds Payments is our fully integrated payment solution, built directly into the Cloudbeds PMS. It handles both card-present and card-not-present transactions, as well as alternative payment methods, simplifying your payment processing by removing the need for separate third-party processors.
- With Cloudbeds Payments, you gain access to optimized reports that provide clear insights into your payment portfolio, making account reconciliation straightforward and efficient.
- This guide will walk you through the key payment reports available and show you how to use them for fast, accurate reconciliation with your bank statements.
Key Payment Reports
- Payment Processing Report / Transactions: This report lists every credit card transaction processed, along with the payout it belongs to (if any).
- Payout Report: This report focuses on the amounts deposited into your bank account, including any deductions or credits for refunds, chargebacks, and assessment fees. Use it to match processed payments and fees to your actual bank deposits.
- Monthly Statement: A comprehensive PDF overview of all payment activity for a given month, including processed transactions, fees, payouts, and adjustments. This statement is available on the 8th of each month.
Where to Find Each Report
You can access your payment reports from several locations within Cloudbeds:
- Reporting (Cloudbeds Insights): Navigate to Payments → Payment Processing Report / Payout Report.
- Payment Portal: Access Overview / Transactions / Payouts / Statements.
- Classic Reports: Look under Payment Processing / Payout Report / Monthly Statements.
Classic Reports will be deprecated soon.
Report Summary
| Report | What it shows | Use it for |
| Payment Processing Report / Transactions | Every card charge plus its Payout ID once it settles | Seeing what was captured each day and which transactions have been paid out. |
| Payout Report | Only the amounts that were deposited, plus refunds/chargebacks and other adjustments (net) | Matching deposits and fees to your bank statement and to the Payment Processing Report. |
| Monthly Statement | Overview of all payment activity (processed payments, payouts, fees, adjustments) for a month | Reviewing total fees & deductions applied by Cloudbeds for accounting compliance. |
Payment Processing Report / Transactions
The Payment Processing Report (also accessible as Transactions in the Payment Portal) serves as a transaction-level ledger. It traces each guest payment from the moment it's captured through its final settlement. The Transactions view in the Payment Portal offers the same data with an improved user interface.
For customers who have switched payment gateways, it's helpful to know how to distinguish between them in the Payment Processing report. In the Payment Gateway column, look for the following labels:
- StripeConnectGateway: This label indicates transactions processed through a Stripe Gateway connection.
- StripePlatformGateway: This label indicates transactions processed through Cloudbeds Payments.
How to Read the Report & What You Can Learn:
This report provides detailed information crucial for understanding individual payment flows.
| Key Columns | How it Helps with Reconciliation & What You Can Learn |
| Payment Schedule Date Time – Property, Payment Schedule Date Time – UTC | Confirms the exact timestamp of the charge in both your local time and UTC time, which is handy when comparing Payouts/Monthly Statements and Bank Deposits. When will/was this payment run? |
| Primary Guest Full Name, Reservation Number, Check‑In / Check‑Out Dates, Inventory Object Type | Ties each payment to the specific reservation, house account, or group account. Which booking does it belong to? |
| Payment Type, Payment Method, POS Entry Mode, Card Type, Card Last 4, Card Issue Country | Verifies the correct payment method/card used (useful for chargeback investigations) and helps distinguish card-present from card-not-present transactions (which may have different fees). How was the guest charged? |
| Payment Amount Submitted, Captured Amount, Refunded Amount, Payment Fee, Payment Fee Adjustment, Total Payment Fee, Payment Net | Reconciles the gross amount, captured/refunded amounts, fees, and the net expected payout. How much money actually moved? |
| Payment Gateway Status, Payment Gateway Error Reason, Payment Gateway Transaction ID, Payment Gateway | Flags declines or errors and shows the reason code if a payment was not successful. Did the gateway accept it? |
| Payout ID, Payout Status, Payout Date | Connects each transaction to a specific payout batch so you can match individual payments to your bank deposits. Is the money already in a payout? |
| Terminal Label | Helpful if you operate multiple merchant IDs or physical terminals. Which terminal or MID handled it? |
Reconciling the Payment Processing & Payout Reports
To reconcile these two reports, you'll need to link transactions to their respective payouts:
- Filter the Payment Processing Report by Payment Schedule Date Time (Property), Reservation Number, or any other relevant record for the period you're reconciling.
- The Payment Net column in the Payment Processing Report should match the Payout Amount in the corresponding batch on the Payout Report.
Link the reports using these key identifiers:
Payment Processing Report Payout Report Payment ID Link ID Reservation Number Inventory Object Identifier Payout ID Payout ID
Payment Processing Report – Column Reference
| Column | Description |
| Payment Schedule Date Time – Property | Date/time the payment is scheduled to be processed (in your property's time-zone) |
| Payment Schedule Date Time – UTC | Same timestamp as above, but in Coordinated Universal Time (UTC) |
| Primary Guest Full Name | First & last name associated with the booking |
| Check‑In Date | Date the reservation starts |
| Check‑Out Date | Date the reservation ends |
| Reservation Number | Unique identifier for the reservation |
| Inventory Object Type | Indicates if it's a Reservation, House Account, or Group Account |
| Payment Type | Type of transaction (e.g., Sale, Refund, Auth-Capture) |
| Payment Method | Method used (e.g., Credit Card, other payment methods) |
| Card Type | Brand of the card (e.g., Visa, Mastercard) |
| Card Last 4 Digits | Last 4 digits of the card used |
| Card Issue Country Code | Country of the card's issuing bank |
| Captured Amount | The amount actually captured/charged |
| Payment Amount Submitted | The gross amount paid by the cardholder |
| Payment Fee | The processing fee applied to the transaction |
| Payment Fee Adjustment | Any adjustments made to the processing fee |
| Refunded Amount | The amount that was refunded for this transaction |
| Total Payment Fee | Payment Fee + Payment Fee Adjustments |
| Payment Net | The net amount expected to be paid out after fees |
| Payment Gateway | Name of the payment gateway processor |
| Payment Gateway Transaction ID | Unique reference ID from the payment gateway |
| Payment Gateway Status | Status of the transaction at the gateway (e.g., Success, Failed, Declined) |
| Payment Gateway Error Reason | Reason for failure, if any |
| Terminal Label | Name or label of the terminal used (if applicable) |
| POS Entry Mode | How the card information was captured (e.g., Swiped, Keyed, Chip) |
| Payout ID | Unique identifier for the payout batch this payment belongs to |
| Payout Status | Status of the payout (e.g., Processed, Pending) |
| Payout Date | Date the payout was processed |
| Payment ID | Unique identifier for the individual payment |
Payout Report
The Payout Report contains only settled amounts—what actually lands in your bank account—together with fees, refunds, chargebacks, and other adjustments. Use this report to match the net amounts deposited to your bank.
Payout Report – Column Reference
| Column | Description |
| Payout ID | Unique identifier for each payout batch |
| Payout Date | Date the payout was initiated |
| Payout Status | Status of the payout (e.g., Pending, Processed, Failed) |
| Inventory Object Type | Reservation, House, or Group Account |
| Transaction ID | Gateway transaction identifier |
| Transaction Type | Type of transaction included in the payout (e.g., Payment, Refund, Dispute, Adjustment) |
| Transaction Date | Timestamp of the transaction |
| Link ID | Reference to the Payment ID in the Payment Processing dataset |
| Card Type | Card brand |
| Card Last 4 Digits | Last 4 digits of the card |
| Payment Method | Payment channel/instrument |
| Payout Amount | The net amount deposited after all fees and adjustments |
| Payment Amount | The gross payment amount before deductions |
| Adjustment Type | Manual adjustment, chargeback, fee reversal, etc. |
| Account ID | Payment identifier for the property |
| Inventory Object Identifier | Identifier linking back to the reservation/house/group account |
Reconciling Payouts with Your Bank Deposits
Step 1: Pull the raw data
| Source (Cloudbeds Account) | Export | Frequency |
| Reporting → Payout Reports V2 or Payments → Payouts / Monthly Statements | Full Payout report (filtered to the desired period) | As needed |
| Bank portal / CSV | Deposit lines (date, amount, reference) | As deposits land |
| Reporting → Payment Processing or Payments Portal → Transactions | Payment & refund detail (for deep dives into individual transactions) | As needed |
Step 2: Export the Payout Report
The exported Payout Reports are pre-grouped by Payout ID and Payout Date. The Summary line for each Payout ID/Date/Batch should equal the corresponding bank deposit amount.
Step 3: Match to bank deposits
- Sort both your exported payout summary and your bank CSV by date & amount.
- For one-to-one matches, mark them with a ✅ in a "Matched" column you create.
- If a single payout spans multiple bank credits, mark all related lines with the same Payout ID.
| Payout ID | Payout Date | Payout Amount | Bank Ref | Bank Amount | Status |
| po_1QcNnzCjnyQqh5UUaxUsqhT9 | 3 May 2025 | 7,456.22 | 20250503‑CLB | 7,456.22 | ✅ |
| po_124 | 4 May 2025 | 10,233.77 | - | - | ❌ investigate |
Step 4: Investigate mismatches
- If you find discrepancies, drill into the specific payout using Reporting, Payments Portal, or the Monthly Statement.
- Filter by the specific Payout ID.
- Review the Transaction Type and Adjustment Type columns (e.g., Interchange costs, chargebacks, fee reversals).
- Quick check: Sum Payment Amount – Fee Amount; the result must equal Payout Amount.
Step 5: Handle partial deposits or timing differences
| Scenario | What to do |
| Deposit lands one day after payout date | Mark as a timing variance. This can occur due to time-zone differences, weekends, or bank holidays. |
| Deposit short vs. payment amount | Check the Adjustment Type column in the Payout Report or Monthly Statement for deductions. |
| Unexplained variance | Trace each Payment ID in the Payment Processing Report. If transactions are missing or duplicated, escalate to Cloudbeds Support. |
Payments Processed vs. Deposits Received
It's common for the total "Payments Processed" for a day to differ from the "Deposits Received" in your bank account for the same period.
- "Payments Processed" shows every successful credit card payment you collected that day, in full.
- "Payout" shows the money that actually hit your bank—this is net of fees, refunds, and chargebacks, and according to settlement schedules.
Because of timing differences and deductions, these two numbers almost never match exactly.
Why they differ:
- Cut-off Time: Transactions processed late at night may settle in the next day’s payout batch.
- Fees Removed: Processing, refund, and chargeback fees are always deducted before the final deposit is made to your bank.
- Refunds / Chargebacks: Negative amounts resulting from refunds or chargebacks are deducted from your gross payout before the deposit.
- Holds & Holidays: Initial payout holds (for new accounts), weekends, and bank holidays can shift the timing of your deposits.
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