Booking.com gives you an option in which they handle the guest payments on behalf of your property.
Depending on the agreement between you and the channel, you can get paid by virtual credit cards (VCC) or bank transfer from Booking.com.
This article describes how Booking.com virtual credit card works and explains when and how to charge it.
What are Booking.com VCCs
VCCs are temporary, digital Mastercards that Booking.com uses to pay you for bookings that your guests pay for on Booking.com. They function like regular credit cards and give you guaranteed payouts from Booking.com. They also save you time because you dont need to pre-authorize or validate them.
How the VCCs work
- For every relevant booking you receive, Booking.com send you a new VCC included in the guest's reservation.
- Each VCC has a unique card number, expiration date, and card verification code (CVC), and these details will never be reused.
- Each VCC comes with a balance available to be charged.
- Each VCC also has an activation date when you can start charging the card.
- To avoid any errors while processing the payment, it is important to charge the VCC within the period when the card is active and not more than the balance available.
How to check the VCC balance, activation, and expiration date
With Payments Clarity feature, you can see the VCC balance, activation and expiration date in the Special Requests field on Cloudbeds PMS. Follow the steps below.
To avoid any errors while processing the payment, it is important to charge the VCC based on this information.
- Current Balance: The available balance you can charge the VCC.
- Activation Date: The first day you can charge the VCC. The activation date will be the day after check-in (check-in date + 1 day).
- Expiration Date: The last day you can charge the VCC. The expiration date will be 365 days after check-out date.
- Access the guest's reservation.
- Click Show More.
- You will see one of the messages below:
- You have received a virtual credit card for this reservation. You may charge it as of [activation date]. The virtual card expires on [expiration date]. You can charge the card [amount] until this expiration date.
- You have received a virtual credit card for this reservation. The virtual card has no funds. This is due to the reservation being a Risk-free Reservation where the guest has selected to 'Pay Later'.
More information about Risk-free Reservation on Booking.com: What is the Risk-Free Reservations programme and how does it work?
How to charge the VCC
Booking.com VCC will be displayed under the Credit Cards tab. To process the payment, check: How can I add a payment to a reservation on myfrontdesk?
For security purposes:
- Only authorized users can see credit card details. More information: Viewing Credit Card Details: All You Need To Know
- The credit card details will be removed for all reservations with a check-out date of 14 days or more in the past.
- If you have Stripe as your Payment Processor, note that Stripe processes most virtual cards but not cards that begin with 553397.
If you chose to charge the virtual card manually and, by any chance, you did not charge the virtual card, Booking.com will send the following message: "You have [amount] in virtual cards waiting to be charged for reservations with check outs in the last last week"
How to refund transaction made on VCC
Booking.com will help refund the guest on your behalf. If you’ve already received money for the reservation, all you need to do is return that same amount back to the same virtual credit card.
Learn how to refund payment on Cloudbeds PMS:
If you have trouble refunding the virtual credit card, we recommend that you contact your bank or financial institution. For more details, contact your Booking.com Account Manager.
Virtual credit cards can be refunded even if they’ve expired. If the expiry date is in the past, just enter the current month as the expiration date instead. Booking.com will return the money to your guest.
More information on Booking.com: How and when do I refund a virtual credit card (VCC) ?