What is Automated Payments?
Automated payments is a feature included with Little Hotelier Pay 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.
Do I need Little Hotelier Pay to use Automated payments?
Automated payments can only be used with Little Hotelier Pay, and is only available for specific booking channels. Automated Payments are not supported with a third‑party payment gateway.
Can I set up Automated payment rules for all booking channels?
No, only certain channels support the automated payments feature.
What booking channels or sources are supported?
You can set up automated payment rules for these channels:
Little Hotelier Front Desk (including mobile app reservations)
Direct Booking
Booking.com (including virtual credit cards)
Agoda (including virtual credit cards)
Expedia (including virtual credit cards)
Hotelbeds (including virtual credit cards)
Channels Plus (including virtual credit cards)
Note: Sometimes the channel may not send our platform the full virtual credit card (VCC) details. If our platform does not receive the full VCC details, the payment cannot be processed using automated payments. You will need to manually process the payment.
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
For virtual credit card reservations, the details of the virtual credit card determine when the payment will be processed (the activation date), and the amount to charge.
What types of credit cards are supported?
Standard Credit Cards
You can create rules when to process the payment (e.g., X days before check-in, on check-in day, or on check-out day)
Automated payments will validate standard credit cards at the time of booking
Virtual Credit Cards (VCCs)
Virtual credit cards are supported for Booking.com, Agoda, Expedia, Hotelbeds, and Channels Plus reservations.
You need to create separate Automated payment rules for VCCs - they are not automatically included in existing rules set up for standard cards
Payment is automatically processed when the VCC is activated
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
What happens if a card fails 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
Can Automated payments pre-authorise charges?
No, Automated payments cannot pre-authorise charges, and this should be done manually.
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
Extras/add-ons added to the reservation before payment is processed: included in the updated outstanding amount and charged as part of the automated payment
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
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
Surcharges cannot be added
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
Onsite extras not added to the reservation are not charged by Automated payments> Collect payment for these directly from the guest