Record payments collected outside of Guesty, such as cash or bank transfers, to keep reservation records accurate and up-to-date. This ensures the payment status reflects the actual transaction.
The option to record a new payment disappears if the remaining balance is fully accounted for or if a scheduled payment equals the total reservation value. The payment amount can't exceed the outstanding balance. To fix this, change the scheduled payment amount or add an invoice item to increase the outstanding balance.
For example, a reservation has a $1,000 remaining payout with two scheduled payments of $500 each. If the guest pays $600 in cash upon arrival, edit the scheduled payments to $600 and $400, or cancel them and record the payments manually.
Follow the steps below to record a payment collected outside of Guesty.
Step by step:
- Sign in to your Guesty account.
- In the side navigation menu, click
Reservation report. - Select the relevant reservation.
- In the left submenu, click Payments.
- In the top-right corner, click New payment.
- In the side panel, under the "Payment method" dropdown menu, select Recorded payment.
- Enter the amount that was collected, and the collection date.
- To the right of "Cash", select the payment method from the dropdown menu. If you select "Other", name the payment method in the "Note" section.
- Click Save.
You can record payments for both future and past dates.
Channel limitations
Some channels collect the payment from the guest (usually in a monthly bank transfer) and send your payout to Guesty (For instance - Airbnb). In these cases as the payout is received, the reservation will be marked as paid.
For payments coming from other channels that aren't exclusively channel collect, (such as Booking.com and Vrbo) you may need to record the payment manually.
For Booking.com’s Payments by Booking - Bank Transfer (not VCC):
The reservation will automatically display a payment reflecting the amount charged by Booking.com from the guest, including relevant fees based on data we receive from Booking.com.
You must confirm this payment for the reservation to be marked as paid.
To record a custom payment for these transactions:
- Confirm the payment.
- Cancel the confirmed payment.
- Record the desired payment manually.
Canceling a recorded payment
You can cancel a recorded payment by issuing a refund. Since the payment has been recorded rather than charged, funds will not be sent to a credit card. The reservation's balance will simply be updated.