Automated payments - Best practices

Automated payments - Best practices

This article aims to help you understand the different settings of the Automated payments and how best to set them up.

Airbnb always takes the payments from the guests and then transfers the money into your bank account. With Booking.com and VRBO/Home Away however the picture is different. Booking.com allows you to choose whether  you will be taking the payments yourself or if they will take care of it. For VRBO/Home Away the case is different. They require you to start making the payments. Once you set up your Stripe account and have connected it to FantasticStay you can create automated payments to do the work for you.

To start go to Apps->Automated payments and then Add new rule.

Now the settings depend on your preferences but here are some settings we recommend.

If you want to take deposits from your guests it would be best to use the following rule : 

Payment type : Deposit
Action type : Pre-authorize
Schedule to : 1 day after Check-in or 1 day before Check-out
Choose to be notified on : Success or Failure and type in the relevant email (or emails) that you want to be notified. This way you will always be aware if everything is okay with the payments.



With the "Pre-authorize"  payment type the rule will hold the money in the account of the guest for 7 days. If you don't charge them manually in the 7 days they will be released automatically. And with the charge date around the Check-in or Check-out it should give you enough time to decide whether you should charge the deposit.


There is the option to set 2 different rules for "Charge" and "Release" of the deposit, but this might incur some extra taxes to the payment processor (Stripe).


For the Accommodation payments we recommend that you use 2 rules.
First one is :
Payment type : Accommodation
Charge amount : Custom percentage and choose what % that is
Schedule to : "At new accepted reservation" or a few days after
Choose to be notified on : Success or Failure and type in the relevant email (or emails) that you want to be notified. This way you will always be aware if everything is okay with the payments.


Depending on how you handle the payments with Booking.com you might also want to add the filter for Source. If Booking.com is going to handle the payments for you choose to  charge guests only from Home Away and Direct reservations.


The second rule should be : 
Payment type : Accommodation
Charge amount : Entire Unpaid balance.
Schedule to : " X days before the Check-in"
Choose to be notified on : Success or Failure and type in the relevant email (or emails) that you want to be notified. This way you will always be aware if everything is okay with the payments.



With the way we have set the payment rules you will receive part of the reservation payment when it is created. And the second rule guarantees that you will collect everything owed even if something happened and the first rule was not successful. You will be notified if the payment fails, but you will need to manually make the charge. And if something happens and you forget you have nothing to worry about since your second payment will collect "Entire unpaid balance" and will make sure you collect the payment for the reservation. And if the reservation is already paid the rule will not charge the guest additionally.

Don't forget to choose  for which listings is the rule going to be used.

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