Cloudbeds POS - Order Flow

In this article, I’ll walk you through how to place an order in the app - it’s quick, simple, and easy to follow.

💡 Important Note: The order details and transactions will be forwarded to the house account configured in the settings, with the exception of Charge to Folio. During the checkout process, you can choose a different house account if needed.

1. On the app’s first screen, select an Outlet or choose All Items to view everything available for sale.
2. Select the items
3. You can select multiple items at once.
4. You can apply a discount to the selected items by tapping the Discount button:
5. Discounts can be applied as a percentage, a flat amount, or by setting a custom price for each item.



3. After adding all the items and applying any required discounts, tap the shopping cart icon at the bottom of the screen to select a payment method and finalize your order.


 

View order details

There are 2 ways to view the order details:

1. To print the details of an order that the customer will either pay immediately or via a pay-by-link option, first create the order and then click View Order Details. From there, you can print the order details directly.

If the customer is ready to make the payment, click Finalize Order. The system will generate a QR code that the customer can scan with their phone to access the order and complete the payment.

2. To print the details of an order for a customer who would like to view a partial bill, go to Orders, select the relevant order, and open it. Then click View Order and proceed to print.

Pay by link

The guest can complete their payment directly from their phone using a secure payment link. They can pay with a credit card or, if enabled by the property, Apple Pay or Google Pay.

Steps to generate the payment QR code:

1. Create the order.
2. Tap the Checkout button.
3. Select View and Print Order Details.
4. Click Finalize Order.
5. A QR code will be generated for the order.
6. The guest scans the QR code, adds a tip (if enabled), and completes the payment.

Charge to folio

When an order is placed, the user will not make a payment immediately. Instead, the items or services will be added to the reservation's folio, and the total amount will be paid during checkout.

1. Create the order.
2. Tap the Checkout button.
3. Select Charge to Folio as a payment method
4. Search for the guest using the search bar (all reservations with Checked-In status in the Cloudbeds platform will appear).
5. Select the guest and click Check Out.



Cash

All cash transactions will be posted to a house account. This transaction will not be forwarded to the cash drawer.

1. Create the order.
2. Tap the Checkout button.
3. Select Cash as a payment method
4. Add a Name for the Order
5. Select the guest and click Continue



Third-party payment processor

💡Important Note: Third Party Payment Processor does not have a direct connection with the APP. The customer will use an external credit card terminal that he has available to process the charge.

1. Create the order.
2. Tap the Checkout button.
3. Select Third Party Payment Processor as a payment method
4. Add a Name for the Order
5. Select the guest and click Continue



Tap to pay

Customers who have Cloudbeds Payments payment processor active inside MFD and have the option to accept card-present payments enabled will automatically have the option to charge via Tap to Pay on the app.

1. Create the order.
2. Tap the Checkout button.
3. Select Tap to Pay as a payment method
4. Add a Name for the Order
5. Select the guest and click Pay.
6. Show the screen to the guest to tap his card


 

Add to a house account

Users can add orders to an account and do not collect the payment at that time. This will be mostly used for:

• customers who have a small bar by the pool or reception and want to keep a tab open for the customer
• general managers who might give a complimentary gift to the customer

🚨NOTE: If the user adds an order to a house account, we will NOT be able to transfer the order to the folio, the guest will need to make a payment after the order is completed.

1. Create the order.
2. Tap the Checkout button.
3. Select Add to a House Account as a payment method
4. Add a Name for the Order
5. Select the guest and click Continue

The order will be added to the house account with an open status, since no payment was applied.


 

View Open orders in the House account


 

Modifying or Cancelling Orders

If you need to modify an existing open order you just need to:

1. Select the open order.
2. Click Modify Order.
3. Add the additional items to the order
4. Note: Existing items will still be displayed.
5. Tap the shopping cart icon.
6. Click Update Order.

If you need to cancel the order, simply click the Cancel Order button.



TIPS

If the Tips feature is enabled in the app, customers can add a tip before completing their payment.

To allow a customer to add a tip, the user must generate a QR code for the order. The customer scans the QR code using their phone, where they can enter a tip amount. During this process, they can either complete the payment directly on their phone using the payment link or select Other as the payment option.

Once the tip is added, the order will automatically update to include the tip amount, and the user can proceed with collecting payment using another payment method if needed.

Steps to generate the payment QR code:

1. Create the order.
2. Tap the Checkout button.
3. Select View and Print Order Details.
4. Click Finalize Order.
5. A QR code will be generated for the order.
6. The guest scans the QR code, adds a tip (if enabled), and completes the payment.