Auto Payments: tips and best practices

Learn how to get the most out of the Auto Payments tool in Guesty. This tool allows you to easily set rules that will automatically process payments from your guests. We gathered some examples you may find helpful in order to improve the use of this helpful feature. 
 
Guestip:
Always have at least two Auto Payments rules and make sure your last rule is a "Rest of payment" rule. This way, any update to the payout will update the rest of payment rule and the Auto Payments will charge the guest fully. 
 
 

One Auto Payments rule: 

100% at confirmation

In this case: 100% will be charged upon confirmation

  • If the payment fails and the guest adds a valid card, you will need to manually charge the new card. 
  • If you add an invoice item to the reservation, no new payment will be generated 
Example: 

 

Two Auto Payments rules:

a. 100% at confirmation

b. Rest of payment at check-in

  • If the payment fails and the guest adds a valid card, the reservation will be updated and that would generate the "Rest of payment" payment that will then charge the guest fully. If that payment fails as well, and the guest only then adds a valid card, you will need to charge the guest manually.  *As long as a payment didn't fail yet, and there is still a balance due after the last payment, a payment will be added to the reservation at any update to the reservation, even if the trigger for the payment passed. 
  • If you add an invoice item, to the reservation (After the first payment already charged the guest to the original balance due), the new balance will trigger the "Rest of payment" rule and the guest will be automatically charged for the added invoice items.
Example: 
 
 

Two Auto Payments rules:

a. 50% at confirmation

b. 50% at check-in

 
In this case: 50% will be charged upon confirmation and a 50% future payment will be created for the reservation in black with the number of days left until that payment will be charged 
 
  • If the first payment fails and the guest adds a valid card, the second payment will charge 50% at check in and the other 50% will need to be charged manually. 
  • If you add an invoice item to the reservation, the second payment will be updated to charge 50% of the new payout. So if the original payout was 100 and a $20 invoice item was added, the second payment will be updated from $50 to $60. and $10 will need to be charged manually. 

 

Example: 
 

Two Auto Payments rules:

a. 50% at confirmation

b. Rest of payment at check-in

 
In this case: 50% will be charged upon confirmation and a future payment will be created for the remaining balance due. 
 
  • If the first payment fails and the guest adds a valid card, the "Rest of payment" payment will be updated to charge the full balance due.
  • If you add an invoice item after the first payment was charged the second payment will be updated to charge the full payout including the invoice item. 
 
Example: 
 
 
NOTES:
1. If you charge the guest manually whether if by adding a new manual payment or by manually charging an auto payment, from that moment Auto Payments will stop updating. So if you charge a reservation manually, you should charge the Auto Payments or cancel them.
 
2. If the guest's card fails, it is best that they will update the card in the channel. When adding a new card to the reservation page, you are also adding a manual payment, so the Auto Payments will get disconnected. 
 
3. If a reservation gets canceled, all its Auto Payments will be canceled as well. 
 
In an event a reservation is canceled:
A. Payments that were already collected will NOT be refunded.
 
B. All future auto payments will be automatically canceled. 
 
C. All future payments that were set manually (not with the auto payments feature) will be:
 
1. If the cancellation was done in Guesty (The status of the reservation was manually changed to canceled in the Guesty Dashboard) - All future manual payments will be canceled.
 
2. If the cancellation was NOT done in Guesty, future manual payments will NOT be canceled.
**The reason for this is that when you manually set payments, we do not know your "intentions" and thus do not want to automatically cancel the payments.
If the you initiate the cancellation of a reservation within Guesty, you are in the system already to set your desired remaining payments.
 
If the reservation is canceled by a guest through a channel, you will not always know, and we do not want to assume that your guest should not be charged, as you can set a future payment to charge the charge of the cancellation policy. And if that is what you did then it would be automatically be canceled and you could potentially lose money.
 
Best practices:
  • If the required outcome is that future payments will be canceled when a reservation is canceled, you should use our auto payments feature.

 

  • If the you still prefer charging guests manually but would like to cancel future payments when a reservation is canceled, you should set an automated message to trigger when a reservation is canceled, to remind you to make sure that no future payment is pending. 
 
 
 
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