Admin at 08:47, 21 August 2025

2025-08-21T08:47:50Z

New page

[[Category:Bookings]]
[[Category:How to]]
[[Category:Payments]]

<div class="heading">Stripe - Automatically collect payments based on Payment Schedule</div>

This page is about the menu {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT GATEWAYS > STRIPE and automatic payment collection and explains how to setup your payment collection and add pending payments in line with the Payment Schedule.

Currently only available for VRBO/Homeaway.

__TOC__
=Use=
You can use this method if:

You have a Stripe account and you have connected it to your property.

And

You have setup a Payment Schedule.

<span style="color:#fe746c;“ >{{#fas:exclamation-triangle}} </span> If you are in the EU and/or have guests from the EU, you may need to comply with 3DSecure Payments, this will require you to send a payment link to the guest to make the payment directly.</div>

=How it works=

Credit card details will be sent to Stripe and you can collect a payment.

You can define the Payment Due date/time and the amount of the payment.

You can set upto 5 Payment details in the Payment Schedule.

Setup auto actions to add pending payments to the bookings matching the details in the Payment schedule.

=Set up=
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Step 1: Setup your Payment Schedule for VRBO
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*Go to {{#fas:cog}} (SETTINGS) CHANNEL MANAGEMENT > VRBO/Homeaway > PAYMENT SCHEDULE.

Setup your Payment schedule. [[VRBO_Mapping#Payments_and_Payment_Schedule|VRBO Payment Schedule]]

Payment Schedule :
*Name - Payment Plan 1 (for example)

Payment 1 :(For deposit)
*Days After Booking = 0 (for at booking)
*Days Before Check-in = None
*Fixed amount = 0
*Percent amount = 25

Payment 2 :(For balance)
*Days After Booking = 0
*Days Before Check-in = 14
*Fixed amount = 0
*Percent amount = balance (outstanding balance)
</div></div>

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Step 2: Setup Stripe Account
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Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT GATEWAYS > STRIPE and set:

<span style="color: #f3e504; font-size: 150%;" >{{#fas:lightbulb}} </span> Stripe is compatible with the pending payments auto charge function and direct charging a stored card from bookings, when you connect via the ‘Connect’ Button.

*Click '''Connect''' Button. If you have multiple Stripe Accounts, ensure you connect to the correct Stripe account in your Stripe dashboard.
*Set '''Enable/Priority''' - if you plan to use multiple Payment gateways, set the number based on the order on the payment page.
*'''Save all cards to Stripe = Yes'''.
*'''Capture = Yes''', for your Beds24 booking page, this will collect the payment at the time of the booking.
*'''Stripe Checkout Version = Embedded or Hosted'''', check the (?) context help for more details.
*'''Payment Description''' - Description for Stripe payments, template variables can be used. This description will be seen in the STRIPE dashboard, this is not visible to the Guest.
*'''Title''' - Customise the title for this payment option.
*'''Instruction''' - Create an optional description to appear next to the Stripe pay now button.
</div></div>

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Step 3: Create a Payment Rule - (Optional)
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Standard payment rules in the system are Auto & Manual, you can create additional rules for the collection of outstanding payments

Go to {{#fas:cog}} (SETTINGS) PAYMENTS > PAYMENT RULES

Click '''Create New Payment Rule''' :

Payment Rule:
*Name = Enter your title - Not Cancelled (for example)
*Action = Auto
Payment Trigger :
*Booking Status = All not cancelled
*Any Booking Info Code (optional)
*All Booking Info Codes (optional)
*Exclude Booking Info Code = optional (can exclude Virtual Credit cards, find the Booking info code in the booking)

Payment Action :
*Funding Source = Guest card only
*Payment value adjustment = Limit to group booking balance
*Capture = Yes - immediately charged (Capture=Yes)
*Add info code on success = add a Booking Info item to the booking on success
*Add info code on failure = add a Booking Info item to the booking on failure

Prevent Auto Payment :
*Prevent payment if booking status = Cancelled
*Prevent payment after check-out (days) = 7 (default)
*Prevent payment action = Set Manual
</div></div>

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Step 4: Create Auto Actions
</div>
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Go to {{#fas:cog}} (SETTINGS) GUEST MANAGEMENT > AUTO ACTIONS and click '''Create New Action''' to create them.

If you have setup multiple payment schedules, then you will need one Auto Action per payment schedule.

'''Auto action 1 - Collect payment 1 with Payment Schedule rules'''

For VRBO/Homeaway bookings. Credit card has been collected by VRBO/Homeaway.

You require 25% deposit at the time of booking.

Trigger tab:
*Time
**Trigger Event = Booking
Set the value based on the Rule set in (SETTINGS) CHANNEL MANAGEMENT > VRBO/Homeaway > PAYMENT SCHEDULE

**Trigger Time = Immediate (set the time based on the payment schedule)
**Time Window = 1 day (set the time based on the payment schedule.

*Booking Source
**Booking Source =VRBO

*Booking Conditions
**Group Booking Trigger = Trigger only Master
**Status = All not cancelled
**Invoice Balance= Not Zero (can be used to refine the auto action being triggered)

Booking tab: Optional
*Flag Text = Payment1 (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

Booking Info tab: Optional
*Booking Info Code = Payment1 (for example)
*Booking Info Text = Payment 1 from Payment schedule (for example) If you have multiple payment schedules then this can be used in the trigger of the next auto action for a sequence of auto actions.

Invoice tab:
<div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div>

*Add a Pending Payment to the booking
**Payment Type = Percent of Group Balance due (select on what the payment is calculated)
**Description = the text you will see in the "Charges and Payments" tab
**Status = if you use the status function add the status you want to apply to the pending payment (optional)
**Amount = 25 (this will be 100% of the outstanding balance)
**Payment Rule = Not Cancelled - See Step 3 above (if you have set up payment rules in SETTINGS->PAYMENTS ->PAYMENT RULES they will be available here)
**Payment Due = Trigger date
**Payment time = set the time to collect payment
**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.

'''Auto action 2 - Collect payment 2 with Payment Schedule rules'''

For VRBO/Homeaway bookings. Credit card has been collected by VRBO/Homeaway.

Balance due 14 days before checkin

Trigger tab:
*Time
**Trigger Event = Checkin
Set the value based on the Rule set in (SETTINGS) CHANNEL MANAGEMENT > VRBO/Homeaway > PAYMENT SCHEDULE

**Trigger Time = -14 days (set the time based on the payment schedule)
**Time Window = 14 days (set the time based on the payment schedule.
*Booking Source
**Booking Source =VRBO

*Booking Conditions
**Group Booking Trigger = Trigger only Master
**Status = All not cancelled
**Invoice Balance= Not Zero (can be used to refine the auto action being triggered)

*Info Codes
**Any Booking Info Code = PAYMENT1 (sequence from the first payment- Auto Action1)

Booking tab: Optional
*Flag Text = Payment2 (for example)
*Flag Colour = select the colour as this will be visible in the Calendar/Bookings list

Booking Info tab: Optional
*Booking Info Code = Payment2 (for example)
*Booking Info Text = Payment 2 from Payment schedule (for example) If you have multiple payment schedules then this can be used in the trigger of the next auto action for a sequence of auto actions.

Invoice tab:
<div class="warning">{{#fas:exclamation-triangle}} ONLY use Payment Type =‘ Percent of Group balance due’ if you selected Trigger tab > Booking Conditions > Group Booking Trigger = Trigger Only Master.</div>

*Add a Pending Payment to the booking
**Payment Type = Percent of Group Balance due (select on what the payment is calculated)
**Description = the text you will see in the "Charges and Payments" tab
**Status = if you use the status function add the status you want to apply to the pending payment (optional)
**Amount = 100 (this will be 100% of the outstanding balance)
**Payment Rule = Not Cancelled - See Step 3 above (if you have set up payment rules in SETTINGS->PAYMENTS ->PAYMENT RULES they will be available here)
**Payment Due = Trigger date
**Payment time = set the time to collect payment
**Invoicee = If you use the "invoicee" function you can select which invoicee the pending payment will be assigned to.
</div></div>

=Credit Card details at Stripe=

The card will be saved as a new customer in Stripe with the booking number as a reference. Once the new customer is created in Stripe the card can be charged.

Multiple cards can be sent for each Stripe customer and a specific one selected when charging.

Stripe will only accept valid cards. If Stripe reject the card, it's details will still be visible at Beds24.

Info Codes in the "Info" tab of the booking show you which action was performed.

{| class="wikitable"
! scope="col"| Code
! scope="col"| Use
|-

|CARDTOSTRIPE
| card details were sent to Stripe
|-

|STRIPEPAYMENT
| payment imported from Stripe
|-

|STRIPEFAIL
| card could not be sent to Stripe
|-

|CARDEXPIRES
| added when the card expires before check-in
|-

|STRIPEAUTHORIZE
| payment has been authorised by Stripe
|-

|STRIPEREFUND
| refund has been processed at Stripe
|-

|CARDFAILSTRIPE
| card has failed at Stripe, see the note for reason
|-

|}

Stripe Payment Schedule - Revision history

Admin at 08:47, 21 August 2025