What is Automated Payments?
Automated payments is a feature that allows you to set up payment rules to charge guests automatically at different times in their booking journey. You can set up multiple rules and apply them to various reservations.
For example, you could create a rule for Direct Booking reservations that automatically charges the outstanding amount on the check-in day.
What booking channels or sources are supported?
Automated payments can be used for reservations from the following booking sources:
Direct Booking
Booking.com*
Agoda*
Expedia*
Hotelbeds*
Little Hotelier (including mobile app reservations)
*Standard and virtual credit cards
Payment rules
One payment can be scheduled per reservation that meets the rule criteria
Rules are applied to specific channels and can be configured for multiple channels
Multiple rules can’t apply to a single reservation rules
New rules only apply to new reservations, not past bookings
Payment types and timing
You can configure payments for outstanding balances at these times:
Prior to check-in: Specify number of days before check-in and time of day
Check-in day: Set a specific time on the arrival date
Check-out day: Set a specific time on the departure date
Card validation
How it works
Cards are automatically validated after reservation creation
Only applies to payments processed through Automated payments
For EU guests with Strong Customer Authentication (SCA) requirements, you'll receive an email if payment fails due to SCA/3DS requirements
Failed validation
If a card fails validation:
Automated payments will not be scheduled
You'll need to contact the guest to request alternative payment details
Process the payment manually or send a payment request
You'll receive an email notification of the failure
Reservation changes
Modifications
When a reservation is modified:
Without scheduled payments: Treated as a new reservation
With scheduled payments: Existing payments cancelled and reservation treated as new
With archived rules: Rule won't trigger for the modified reservation
Multi-room reservations
For multi-room bookings:
Can be processed if check-in/check-out dates are identical for all rooms
If dates differ after modification: Scheduled payment will be cancelled
If rooms are added/removed (same dates): Payment amount automatically updated
Cancellations
If a reservation is cancelled:
All scheduled payments are cancelled
No new rules can be triggered
You'll receive an email to review if refunds are needed
Managing automated payments
Navigate to Payments > Automated payments to:
Create new rules
Manage existing rules
Update settings
View schedule payments
Handle failed payments
Failed payments
To handle a failed payment:
Go to Payments > Automated payments
Click Failed and search for the payment
Select View
Choose Retry Payment
If retry fails, process payment manually or send a payment request.
Payment scheduling
You can:
Cancel scheduled payments before processing
Reschedule payments to new dates
Apply credit card surcharges (optional)
Email notifications
You'll receive notifications for:
Card validation failures
Payment failures
Reservation modifications
Cancellations
Successful payment processing
Guests receive payment confirmation emails automatically.
To update notification email addresses (except guest-facing emails): Navigate to Payments > Automated payments > Settings
Additional information
Pre-authorisation charges are not supported
Tax inclusive amounts take priority over tax exclusive amounts
Refunds that create new outstanding balances won't trigger new automated payments
Rules cannot be deleted but can be archived
Archived rules maintain existing scheduled payments but won't trigger for new reservations