Taking payments manually
Hostaway offers you options to automatically schedule payments but also manually charge guests before and during their stay. The charges can easily be set up in the guest reservations detailed page that can be found by menu reservations or by redirects from the calendar, inbox, or guest payments overview page.
On the reservation detail page on the right side, you see the button add the charge that opens a window to add the charge. There are several options depending on your needs and the timing of the charge.
1 The name of the charge, a short name to recognize the payment type.
2 The description a short custom internal description of what the charge is about if needed.
3 The amount in the reservation currency used for the charge.
4 The payment method. Important here is that you have a Credit card (online) that is using your Stripe, Autorize, or Braintree integration and the guest CC added to the reservation before. Next, you have Credit Card (offline) for example a local card machine you use, Check, Bank Transfer, Cash, Paypal, VCC, and others. All offline and other payment methods mean you have locally managed the transactions and recognized them when paid or add them as due to be paid after which you recognize them as fully paid.
5 The status: When Credit Card (online) is in use a charge always start in Due status, once the CC was charged successfully the system will automatically convert the charge to paid status. When any other payment method is selected you can select due status to recognize the payment completed as paid at a later date for example when you are waiting on the Bank Transfer to come in. In the event the payment was already made locally for example a cash payment you can select the status as Paid.
Important: The status Paid is the final status and at this time can not be changed due to a correction or refund action. This option will soon be available to all clients.
6 The schedule charge options. Here you are able to use the option Charge Now for example when a CC online payment should instantly be processed by your Stripe account. On Date for example when you plan this charge to be taken at a later date. On Event for example on check-in, a day before check-out, and other options.
7 When the charge details are filled in click on the button at the bottom right Add Charge to add this to the reservation.
After the charge as been added you will see the charge showing in the charge line on the reservation detail page. You can click on it to open for the specific charge a menu that offers you depending on the status various options to use.
When in Due status:
1 You can edit the charge in the event changes need to be made.
2 You can Download the pdf receipt for the charge with the payment details to be paid for example in offline cases.
3 You can register now when the offline payment was completed and paid to you.
4 You can cancel the charge in the event it is no longer valid or needed to be paid.
When in Paid Status:
1 You can download the charge receipt.
2 Soon you will be able to refund or correct a paid status charge.
When in Failed status:
1 You can retry the online CC charge manually with the same or potentially newly added CC to the reservation.
Note: The reservation detail page also offers the option to download a final invoice pdf. This final invoice will update during the time of reservation when you for example add additional cleanings as upsell that are charged to the final invoice breakdown or when you extend the stay and upsold one more day with a new charge. The final invoice is usually provided to the guest during check-out as a complete view of the cost for their stay combined with the charge receipts of payments made.