Cloudbeds Payments (Europe & Canada) - How to apply and set up your account

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Cloudbeds Payments is an add-on that is quickly growing to be one of our leading global services. Please click here to see if it is available in your country.

This article is a step-by-step guide on how to apply for a Cloudbeds Payments merchant account in Canada and Europe along with the information that you will need to provide to complete your application and the initial setup.

Your property location, legal entity and bank account must be registered in the SAME country withing Canada or Europe.

Application requirements:

  • You will be able to apply for a new Cloudbeds Payments merchant account if the Cloudbeds Sales Representative has enabled the application option for you. If you are interested in this feature you can schedule a call with our Sales Team here.
  • Once your application is approved, you will be able to process payments immediately.
  • Your payments can only be processed in your property's local currency.
  • For PCI security reasons, credit card numbers are encrypted to keep your card data  safe. Check this article for more information: Cloudbeds Payments - Why can't I view full credit card details?

Step 1. Enable Cloudbeds Payments in Cloudbeds

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

  1. In your Cloudbeds account, click on the gear icon (Manage)
  2. Under the Property Configuration, select Payment Options
  3. Under Connect Payment Gateway section, turn on the toggle to Activate the gateway
  4. Turn the toggle to Live mode
  1. Choose Cloudbeds Payments in the drop-down menu
  2. Click Connect Gateway

A pop-up window to create a new Cloudbeds Payment Account will be displayed.

  1. Select your business country
  2. Select Legal entity as Business

Type of legal entity and definitions:

  • Sole Proprietorship, or Single-Member LLC - typically a type of enterprise that is owned and run by one person and in which there is no legal distinction between the owner and the business entity. (Owner will use a personal SSN or National ID as the Business Reigstration Number.)
  • Multi-member LLC, S-Corp, or Partnership Corporation - typically a business licensed with the state as an LLC, S-Corp, or Partnership Corporation. (Business should have government issued Business Registration Number.
  • Non-profit - typically reserved for non-profit corporations or businesses that are tax exempt. If your property is non-profit, they will be required to submit government issued proof.

Business Legal Entity:

  1. Enter all Stakeholder(s)'s  (anyone who owns 25% or more of the legal entity) names, surname, personal address, and phone number
  2. Review the Terms of Service
  3. Tick the box I accept the terms of service if you choose to proceed
  4. Click on Create Account
  1. You will see the status of the Cloudbeds Payments "Gateway Connection request is being processed, please wait". Please wait a few moment and click the button Check Status.
  1. Once the status changed to "Incomplete, click button below to finish the process". Click Finish Onboarding Process.

You will be redirected to Cloudbeds Payments Application.

Step 2. Set up your account in Cloudbeds Payments

Each account must go through Know Your Customer (KYC). KYC is the process of collecting and verifying a business and its owner(s) prior to opening a merchant account.

Payment industry regulations require every business and its owner(s) to go through the KYC verification process. Our verification process is done through our Sponsor Bank, Adyen.

If during the process, your information cannot be verified,  the application will ask you to upload the necessary document(s). See the required documents: What if the entered information doesn’t verify?

  1. You can change the language of the application at any time from the drop-down.
  2. Under Company Details, click Add details.
  1. Click Confirm.
  1. Fill in your Business details.
  • Legal business name
    • This is how your business is legally listed. 
  • Doing business as (DBA)
    • The operating name of the company (this could be the name of your property). If it is different from the legal name, you can untick the box and enter the name.
  • Company registration number
    • As an example below, for Germany the registration number would be Handelsregisternummer issued by the German Trade Register. More information for other countries can be found in the FAQ section.
  • Business Phone Number
    • The property phone number
  • Business Email Address
    • The property email address
  • Web address
    • Enter your property website. The website should have the address, phone number, email address for the property, and cancellation/refund policy. If you don't have a website, a description should be entered.
    • Do not enter a social media link or Cloudbeds link as the website URL.
  1. Click Next.
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  1. Fill in the Address of your company (Street, House/unit number, Postal code and the City).

A P.O. Box cannot be used for an address.

  1. Is the property address different from your legal entity’s address? If so, select ‘yes’, and add the property’s address.
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  1. Click Done to proceed with the next step.
  1. Under Bank details, click Add details.
  1. Add your Bank details (Name on bank account, Country code, Currency code, IBAN).

If a bank account is not entered, payouts will be blocked until the information is entered and verified.

  • IBAN or the combination of the bank code and branch code (see What is the branch code for my country?) and account number is required.
    • Sole proprietorship, partnership, or single-member LLC – the bank account must be registered under the business DBA or representative name.
    • LLC or Corporation – the bank account must be in the company’s legal business name or DBA.
  • BIC/SWIFT code - This is a code that allows international banking identification. If you are being asked for this code and you don't have it, contact your bank and ask for this information.
  1. Click Save.
  1. The system will try to verify your details using the information provided. If the result is unsuccessful, you can upload a bank document (e.g. bank statement) to support your details.
  1. Click Browse file to select the document from your computer.
  2. Click Upload.
  1. You will be redirected to the first page. Under Ultimate Beneficial Owner (UBO), click Add details.
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  1. Fill in the personal information for any person who owns 25% or more of the legal entity
  2. Click Next.
  1. Fill in your personal Address (Street, House/unit number, Postal code, City).
    P.O. Boxes are not accepted
  2. Click Save.
  1. Click Done.
  1. You will be redirected to the first page. Under PCI DSS Compliance, click Add details.
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  1. Read the following note carefully. You will be given questionnaire regarding Card data security compliance. Click Start.
  1. Review all the questions and make sure your company is compliant. Click Next.
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  1. Sign the attestation form by checking both boxes and filling in the Signatory full name and their Job title.
  2. Click Sign.
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  1. You will be redirected to the first page. Click Complete.
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  1. Go Back to Cloudbeds and refresh the page.
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If all the information is successfully verified, the following message will disappear within 1-2 days.

When you see the status Cloudbeds Payments Verified, you can start processing payments. See article Cloudbeds Payments - How to Process a Transaction

Frequently Asked Questions

How can I connect the card terminal?

Learn how to set up the card terminal here

What is the business registration number in my country?

The business registration number varies each country. Please see the example in the table below.

Business Registration Number Requirement by Country

Country  Registration Number Example
Greece

GEMI number

ΑΡΙΘΜΟΣ Γ.Ε.ΜΗ ( Γενικού Εμπορικού Μητρώου)


757001000
Ireland
Company Number
123456
Italy

Codice fiscale or

CCIAA number


Codice fiscale: 00470400011

CCIAA number: TO0091712


Portugal
NIPC
123456789
Spain
Número de Identificación Fiscal (NIF)
A39000013
United Kingdom
Company Number
04366849

Non-Profit Registration Number Requirement by Country

Country Registration number or document
Example
Italy

Codice fiscale or

CCIAA number


Codice fiscale: 00470400011

CCIAA number: TO0091712


Spain
Número de Identificación Fiscal (NIF)
A39000013
United Kingdom

Company Number or Charity number

If not available, upload copy of Governing or Constitutional Document


04366849
What is the branch code for my country?
Country Code  Example
United Kingdom Sort code
123456
What if the entered information doesn’t verify?

If any information is missing or not able to be verified, the application will request you to upload the necessary document(s):

Missing Information Upload Document 
Personal Identification 
  • Passport / Visa / Driver license / ID card.
  • Upload a front and back scan 
Business Registration Number
  • The company registration document that was issued by a reliable, independent source such as the national commercial register of the country where the business is registered in.
    • Issued within the last one year, or contains a signature and a state of affairs with the date not older than one year. 
Bank Account
  • Bank statement, screenshot of online banking environment, or bank letter. 
  • The document must contain the bank logo or bank name in a unique font, bank account details, and the name of the account holder. 
What if additional information is needed after the merchant account is opened?

If additional information is needed for the merchant account, the Cloudbeds Payments Risk Team will reach out to your property to obtain the information and any necessary documentation.

How can I update my bank account for payout?

To update your bank account associated with your Cloudbeds Payments merchant account, please send an email to cbpayments@cloudbeds.com requesting the update.

See more details in this article: Cloudbeds Payments - How to Update your Bank Account

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