Cloudbeds POS (Beta) - Order Flow Guide

Follow the daily order workflow in Cloudbeds POS, from creating an order to taking payment and reprinting a receipt. This guide covers both Restaurant outlets and Service outlets, such as spas and retail shops.

Who this affects and how

Before you begin

• Confirm your device is paired with the correct property, and sign in with your POS PIN.
• Select the correct outlet before you create an order.
• Ask your administrator to confirm that products, menus (where needed), payment methods, the House Account, and printers are configured.
• When the POS asks for an Approval PIN for a restricted action, ask an authorized manager to approve it.

1. Create an order

Start an order from the Register tab. Restaurant outlets can also start from the Tables tab.

Start from Register

1. Tap Register, then tap Cart to open a new order.
2. Tap Name order, enter a clear guest, pickup, event, or reference name, and save.
3. For a Restaurant outlet, tap the button next to Name order (shown as Assign table) and choose the service type when prompted.
4. Add products from the available menu or product selection.
5. Adjust quantities and add modifiers or item notes as needed.
6. Review the service type, table or guest, items, discounts, taxes, and total.
7. Confirm the order. For restaurant items that need preparation, send them to the kitchen.

Start from Tables (Restaurant outlets only)

1. Tap Tables and select the floor-plan section, if needed.
2. Tap the table and set its status: Available, Reserved, or Dirty.
3. Tap + Add order.
4. Select an existing order to assign to the table, or tap + New order.
5. Use Name order to add a recognizable name if needed.
6. Add products, quantities, modifiers, and item notes.
7. Review the table, items, discounts, taxes, and total. Confirm the order and send the applicable items to the kitchen.

2. Send items to the kitchen

Sending a restaurant order routes the eligible items to the configured kitchen display station or kitchen printer.

Send new items

1. Open the order and review items, quantities, modifiers, and notes.
2. Tap Send.
3. Select the items to send.
4. Tap Send again to confirm.
5. Check that the order shows a Sent status.

Send additional items later

1. Reopen the existing order.
2. Add the new products, modifiers, and notes.
3. Tap Send and select the remaining unsent items.
4. Confirm sending and check that only the new items were sent.

3. Modify or cancel an order

Modify an open order

1. Open the order.
2. Tap the item you want to change, or tap + Add items to add products.
3. Update the quantity, modifiers, or item note. To remove an item, select Remove.
4. Tap Update to confirm.
5. Review the updated subtotal, discounts, taxes, and total.

Cancel an open order

1. Open the order and confirm it is the correct one.
2. Tap the three-dot menu.
3. Select Cancel order and confirm.
4. Check that the status changes to Cancelled.

4. Split checks

Use split checks when guests want separate bills for one order. Split before you take payment, and review the items, discounts, taxes, service charges, and tips on each check.

Each resulting check uses the original order ID followed by a sequential number, such as A1234-1 and A1234-2.

Split by item

1. Open the order, tap the three-dot menu, and select Split.
2. Choose By Item.
3. Review Split into. The starting number of checks is based on the number of seats. Increase or decrease it as needed.
4. Tap each item and assign it to the correct check number.
5. Review each check and confirm that all items are assigned and the combined total is correct.
6. Tap Charge split.

Split evenly

1. Open the order, tap the three-dot menu, and select Split.
2. Choose Split evenly.
3. Adjust the number of checks in Split into, if needed.
4. Review the amount for each check and any rounding difference.
5. Tap Charge split.

5. View order details

1. Open the Orders tab.
2. Use the status filter and order details, such as table, order name, or order number, to find the order.
3. Tap the order to open it.
4. Review its service type, table or guest, items, modifiers, notes, discounts, taxes, tips, payments, and status.
5. For an open order, update products or details as needed.
6. Use the three-dot menu for available actions, including Cancel order, Print receipt, Split, or Discount.

The actions you see depend on the order's status and your permissions.

6. View and print a pre-bill

A pre-bill shows current charges before payment. Give it to the guest to review and, if your property requires it, to sign as a record of payment or posting authorization.

View the pre-bill

1. Open the order and tap the three-dot menu.
2. Select Print receipt.
3. Review the outlet, order number, table or guest, items, modifiers, discounts, taxes, service charges, tip, and total.
4. Return to the order and correct any errors before you continue.

Print the pre-bill

1. From the preview, tap Print.
2. Select the configured receipt printer if prompted, and confirm printing.
3. Give the pre-bill to the guest to review or sign, following your property's procedure.
4. Store signed authorization records securely, according to your property's policy.

7. Add a tip

Tip choices depend on your property's settings. Checkout may offer suggested percentages, a custom amount, or a no-tip option.

1. Open the order and tap Pay.
2. Choose a suggested tip, enter a custom amount, or select None.
3. Review the updated total with the guest.
4. Select the payment method and complete payment.

Enter only a tip the guest has authorized. If the authorization is written on a signed pre-bill, keep it according to your property's policy.

8. Apply a discount

Depending on your permissions and your property's settings, you can discount an individual item or the entire order.

Discount an item

1. Select the item in the order and tap Add Discount.
2. Choose an available discount, or enter a custom discount if permitted.
3. Select or enter a reason if required.
4. Tap Apply and review the discount under the item.

Discount the entire order

1. Open the order, tap the three-dot menu, and select Discount.
2. Choose an available discount, or enter a custom discount if permitted.
3. Select or enter a reason if required.
4. Tap Apply. The discount applies to all eligible items in the order.

9. Process payments

Before you take payment, confirm the check total, payment method, guest or account, and any tip. The payment options you see depend on your property's configuration and payment-provider eligibility.

Post to Folio (Room Charge)

1. Open the order and tap Pay.
2. Select Room Charge.
3. Search by guest name or room number and select the correct in-house guest.
4. Verify the guest name, room, stay dates, posting eligibility, amount, and any required authorization.
5. Tap Charge.
6. Confirm that posting succeeded and that the remaining balance or closed status is correct.

Accept Tap to Pay

1. Open the order and tap Pay.
2. Confirm the amount and add an authorized tip, if offered.
3. Select Tap to Pay.
4. Follow the on-screen instructions. Ask the guest to hold their contactless card or digital wallet near the indicated area of the device.
5. Wait for an approved or declined result. Keep the payment screen open while authorization is pending.
6. If approved, confirm that the check is paid or that the expected balance remains.
7. Offer or print the receipt.

Process a card via terminal

1. Open the order and tap Pay.
2. Confirm the amount and add an authorized tip, if offered.
3. Select Terminal.
4. Tap Charge. The app shows Connecting to the card reader...
5. When Present the card appears, tap, dip, or swipe the guest's card on the terminal.
6. Wait for an approved or declined result. Keep the payment screen open while authorization is pending.
7. If approved, confirm that the check is paid or that the expected balance remains.
8. Offer or print the receipt.

Send a Pay by Link request

1. Open the order and tap Pay.
2. Confirm the amount, and enter or verify the guest's supported contact details.
3. Select Pay by Link and tap Send link.
4. Ask the guest to scan the QR code to open the secure link and complete payment.
5. Keep the payment status screen open, or refresh the order, until the POS confirms payment.
6. Give the guest the receipt after confirmation.

Record a cash payment

1. Open the order and tap Pay.
2. Confirm the amount and add an authorized tip, if offered.
3. Select Cash.
4. Collect and count the cash according to your property's cash-handling policy.
5. Tap Charge.
6. Return any change and confirm that the check is closed or the correct balance remains.
7. Offer or print the receipt.

Record a POS Offline Payment

Use this method to record a payment taken outside Cloudbeds Payments.

1. Confirm the order amount and any authorized tip.
2. Process the payment through the approved external terminal or third-party application.
3. Wait for approval, and keep the payment reference according to your property's policy.
4. Return to the order, tap Pay, and select POS Offline Payment.
5. Confirm the amount and enter the transaction reference or a note.
6. Tap Charge.
7. Check that the POS amount matches the external payment and that the remaining balance is correct.

Post to House Account

1. Open the order and tap Pay.
2. Confirm the amount and add an authorized tip, if offered.
3. Select House Account.
4. Select the House Account.
5. Verify the account name, amount, and any required authorization or reference.
6. Tap Charge.
7. Confirm that posting succeeded and check the remaining balance or closed status.

10. View and reprint a receipt

1. Open the Orders tab and filter for Paid orders.
2. Find the completed order using the filters or details, such as order number, guest or order name, table, or amount.
3. Open the order, tap the three-dot menu, and select Print receipt.
4. Check the order and payment details.
5. Tap Print, select the configured printer if prompted, and confirm.
6. Check that the printed receipt is legible and belongs to the correct order.

End-of-transaction check

Before you close out an order, confirm the following:

• The correct outlet, table, guest, folio, or House Account was used.
• Items, modifiers, discounts, taxes, service charges, and tips are correct.
• Restaurant items and any later additions were sent to the kitchen.
• Payment or posting shows a successful final status, and any remaining balance is correct.
• A receipt was offered or printed, and authorization records were kept according to your property's policy.

Related articles

• Cloudbeds POS (Beta): Configuration Guide
• Cloudbeds POS (Beta): Application Settings Guide