What this page is for
The Payments card appears on every booking page (payments are part of Bookings and always on). It lists each payment the guest has made, shows the stay's total, what has been paid and what is still due, and lets you record a new payment.
Who can use it
- View booking payments shows the card (by default Admin, Operations, Finance, Sales and Viewer).
- Record booking payments shows the form.
- Delete booking payments shows the remove button (by default Admin and Finance).
How to record a payment
- Open the booking.
- In Payments, check the Amount (it starts at the balance due), the Currency and the Date.
- Choose the Method, who Collected the money and who Holds it now.
- Select Record payment.
How to remove a payment
Select the bin button next to the payment. Automatic payments can't be removed by hand (see below).
Fields and columns
| Field | What it means | Rules |
|---|---|---|
| Stay total | Gross of the whole stay, all split parts together | Read-only. |
| Paid | Payments in the booking's currency | Read-only. |
| Due | Stay total minus paid, never below zero | Read-only. |
| Amount | How much was paid | Required, more than zero. |
| Currency | Currency of the payment | Three letters. Defaults to the booking's currency. |
| Date | When it was paid | Required. |
| Method | Cash, card, bank transfer, mobile money, platform payout, other | From Master data. |
| Collected by, Held by | Who took the money and who has it now | Used by cash reports. |
| Notes | Anything worth remembering | Up to 500 characters. |
Statuses and automation
- Paid in full: payments equal the stay total. Overpaid: payments are more than the total; check for a duplicate.
- For platforms marked Platform collects payment in Lists (Airbnb by default), one Automatic payment for the whole stay is recorded and kept in step with the gross amount. It disappears if the booking moves to a platform that doesn't collect payment.
- A stay split into calendar months is treated as one stay: payments are kept on its first part.
- Payments in another currency are listed but not counted in the balance.
Settings that change this page
- Payment methods and platforms in Master data.
FAQs
Why can't I delete an automatic payment? The platform has the guest's money. Change the booking's platform if it is wrong.
Troubleshooting
| Problem | What to do |
|---|---|
| "The amount must be more than zero." | Enter a positive amount, without a currency sign. |
| The balance ignores a payment | The payment is in another currency. |