Collect a deposit with Stripe when the guest books, and the outstanding balance automatically before check-in. In this example, direct bookings pay a 30% deposit at booking, or the full amount if they book within 14 days of check-in. The balance is collected 14 days before check-in, and channel bookings (without virtual cards) get a 30% deposit when they're imported. With a payment rule, nothing more is collected if the booking is cancelled.
Prerequisites: a Stripe account connected to your property with the Connect to Stripe button. Automatic charging of pending payments, and charging a stored card from a booking, only work with this connection.
Note: If you are in the EU or have guests from the EU, you may need to comply with 3D Secure. The guest then has to make the payment directly, through a payment link: see Stripe Payment Request.
Quick Guide
- Set Booking Type to Deposit Collection 1 for normal bookings and Deposit Collection 2 for near-term bookings.
- Set the deposit amounts (30% and 100%) and Non Payment Booking Status = Cancel.
- Set up Stripe with Save all cards to Stripe = Yes.
- Optional: create a payment rule that skips cancelled bookings.
- Create two Auto Actions: balance for all bookings, deposit for channel bookings.
Step 1: Set up your booking rules for payment collection
| Go to | Setting | Value |
|---|---|---|
| Settings > Booking Engine > Normal Bookings | Booking Type | Confirmed with deposit collection 1 - via payment gateway |
| Settings > Booking Engine > Near Term Bookings (optional) | Days in Advance | 14 (your number of days) |
| Settings > Booking Engine > Near Term Bookings (optional) | Booking Type | Confirmed with deposit collection 2 - via payment gateway |
Step 2: Set up the payment collection rules
Go to Settings > Booking Engine > Deposit Collection Direct Bookings and set:
| Setting | Value |
|---|---|
| Non Payment Booking Status | Cancel |
| Deposit Collection 1 - Percentage | 30 (your deposit) |
| Deposit Collection 2 - Percentage | 100 |
Note: Non Payment Booking Status sets the booking status if the guest doesn't complete the payment when booking. With Request, the guest gets a booking email even without paying. With Cancel, the guest only gets the booking email after paying.
Step 3: Set up your Stripe account
Go to Settings > Payments > Payment Gateways > Stripe and set:
| Setting | Value |
|---|---|
| Connect | Click to connect. If you have several Stripe accounts, make sure you connect to the right one. |
| Enable/Priority | A number. With several payment gateways, it sets the order on the payment page. |
| Save all cards to Stripe | Yes |
| Capture | Yes: collects the payment at the time of booking on your Beds24 booking page |
| Payment Description, Title, Instruction | Optional. See Stripe settings. |
Step 4: Create a payment rule (optional)
The standard payment rules are Auto and Manual. Create your own rule so outstanding payments are only collected if the booking isn't cancelled. Go to Settings > Payments > Payment Rules and click Create New Payment Rule:
| Group | Setting | Value |
|---|---|---|
| Payment Rule | Name | Your title, for example Not Cancelled |
| Payment Rule | Action | Auto |
| Payment Trigger | Booking Status | All not cancelled |
| Payment Trigger | Any Booking Info Code, All Booking Info Codes | Optional |
| Payment Trigger | Exclude Booking Info Code | Optional, for example to exclude virtual credit cards (find the info code in the booking) |
| Payment Action | Funding Source | Guest card only |
| Payment Action | Payment value adjustment | Limit to group booking balance |
| Payment Action | Capture | Yes: charged immediately |
| Prevent Auto Payment | Prevent payment if booking status | Cancelled |
| Prevent Auto Payment | Prevent payment after check-out (days) | 7 (default) |
| Prevent Auto Payment | Prevent payment action | Set Manual |
Step 5: Create Auto Actions
You need two Auto Actions: one collects the outstanding balance for all bookings, the other collects the deposit for channel bookings without virtual cards.
Go to Settings > Guest Management > Auto Actions and click Create New Action.
Auto Action 1: Collect the outstanding balance for all bookings
| Tab | Setting | Value |
|---|---|---|
| Trigger | Trigger Event | Checkin |
| Trigger | Trigger Time | -14 days (when you want to collect the payment) |
| Trigger | Time Window | 14 days (the same number as Trigger Time, positive) |
| Trigger | Booking Source | All. This applies to all bookings: direct, manual and channel. For different rules for direct and channel bookings, select Direct (manually created and booking page bookings). |
| Trigger | Group Booking Trigger | Trigger only Master |
| Trigger | Status | All not cancelled |
| Trigger | Invoice Balance | Not Zero (optional, to refine when the Auto Action triggers) |
| Trigger | Any Booking Info Code | STRIPEPAYMENT |
| Trigger | Exclude Booking Info code |
BOOKINGVIRTCARD, EXPEDIACOLLECT, AGODACOLLECT
|
| Booking (optional) | Flag Text | Pending payment added (example) |
| Booking (optional) | Flag Colour | The colour shown in the calendar and bookings list |
| Booking Info (optional) | Booking Info Code |
BALANCE (example, one word) |
| Booking Info (optional) | Booking Info Text | The description shown for the info code |
| Invoice | Add a Pending Payment | On |
| Invoice | Payment Type | Percent of Group Balance due |
| Invoice | Description | The text shown on the Charges and Payments tab |
| Invoice | Status | Optional: the status for the pending payment, if you use statuses |
| Invoice | Amount | 100 (100% of the outstanding group balance) |
| Invoice | Payment Rule | Not Cancelled (your rule from Step 4). Rules you create in Settings > Payments > Payment Rules show here. |
| Invoice | Payment Due | Trigger date |
| Invoice | Payment time | The time to collect the payment |
| Invoice | Invoicee | Optional: the invoicee the pending payment is assigned to, if you use invoicees |
Auto Action 2: Collect the deposit for channel bookings without virtual cards
| Tab | Setting | Value |
|---|---|---|
| Trigger | Trigger Event | Booking |
| Trigger | Trigger Time | Immediate |
| Trigger | Time Window | 1 day |
| Trigger | Booking Source | Channel Manager. This applies to all bookings from channels. For different rules per channel, select the channel. |
| Trigger | Group Booking Trigger | Trigger only Master |
| Trigger | Status | All not cancelled |
| Trigger | Invoice Balance | Not Zero (optional, to refine when the Auto Action triggers) |
| Trigger | Exclude Booking Info code |
BOOKINGVIRTCARD, EXPEDIACOLLECT, AGODACOLLECT
|
| Booking (optional) | Flag Text | Pending payment added (example) |
| Booking (optional) | Flag Colour | The colour shown in the calendar and bookings list |
| Booking Info (optional) | Booking Info Code |
DEPOSIT (example, one word) |
| Booking Info (optional) | Booking Info Text | The description shown for the info code |
| Invoice | Add a Pending Payment | On |
| Invoice | Payment Type | Percent of Group Balance due |
| Invoice | Description | The text shown on the Charges and Payments tab |
| Invoice | Status | Optional: the status for the pending payment, if you use statuses |
| Invoice | Amount | 30 (30% of the outstanding balance: the same value as Deposit Collection 1 in Step 2) |
| Invoice | Payment Rule | Not Cancelled (your rule from Step 4) |
| Invoice | Payment Due | Trigger date |
| Invoice | Payment time | The time to collect the payment |
| Invoice | Invoicee | Optional: the invoicee the pending payment is assigned to, if you use invoicees |
Note: Only use Payment Type = Percent of Group balance due if Group Booking Trigger is Trigger only Master.
Note: If you receive virtual credit cards from channels, exclude their info codes (BOOKINGVIRTCARD, EXPEDIACOLLECT, AGODACOLLECT) so that no extra pending payments are added to those bookings.
Expected result: direct bookings pay the deposit (or the full amount for near-term bookings) at booking, channel bookings get a deposit pending payment when imported, and Stripe collects the balance 14 days before check-in, unless the booking is cancelled.
Card details at Stripe
Each card sent to Stripe is saved as a Stripe customer, with the booking number as reference. Info codes on the Info tab of the booking show what happened, for example CARDTOSTRIPE or STRIPEPAYMENT. See Card details at Stripe and info codes.