Deferred payment via link from Exely PMS allows you to receive prepayments from guests before their arrival date. This way, you can increase the number of arrivals and reduce booking cancellations.
Deferred payment via link is possible through your own acquiring. To clarify the possibility of connecting this payment method through your payment system or bank acquiring, contact your Customer Support manager or Exely Customer Support team.
Advantages of payment via link
The funds are credited directly to the property's bank account. This eliminates the risks associated with card-to-card transfers between individuals.
What bookings can be paid for via link
Bookings created in Exely PMS.
Bookings made via Exely Booking Engine on the property’s website.
How to connect
To enable the deferred electronic payment via link, send a request to your Customer Support manager or Exely Customer Support team.
How to send a payment link
You can send a payment link from both the web version of the Exely extranet and the Exely Hotelier mobile app. Details on how to work with payment links in the Exely Hotelier mobile app are available in the article “Deferred electronic payment via link for Front Desk in Exely Hotelier mobile app”.
Pay attention. Payment via link is only possible before the check-in date. If the check-in date has already arrived, it will no longer be possible to pay via link. If automatic booking cancellation is enabled, the booking will be canceled automatically if payment is not received by the specified due date. If automatic cancellation is disabled, the booking will remain active.
Guest books a room by phone
1. Create a booking in Exely PMS.
2. Open the booking details card. In the “Details” tab, find the “Billing” section, click the “Guarantee method” field and select “Deferred payment” from the drop-down list.
Note. Changing the guarantee method is not available for bookings prepaid via your own acquiring system.
3. After the booking is saved, the guest will automatically receive an email with the payment link.
Guest booked a room on the website
1. Contact the guest and arrange the prepayment.
2. Find the booking in Exely PMS Front Desk and open the booking details card.
3. In the “Billing” section, select or change the guarantee method to “Deferred payment”.
4. After the booking is saved, the guest will automatically receive an email with the payment link.
How to resend the payment link
1. In the “Billing” section, click the envelope icon next to the “Email for sending” field.
2. Confirm sending.
3. To send the link to the guest in another way, copy it to the clipboard. You can then send the copied link via messenger, etc.
How the guest pays for the booking
1. The guest receives the payment link and proceeds to their booking details. The page will display all booking information: the amount to be paid, room type, rate plan, check-in and check-out dates, and guest names.
2. By clicking the “Pay” button, a payment system window will open where the guest makes the prepayment.
3. After payment, the guest will receive a receipt by email. The funds will be credited to the property’s bank account within 7 business days.
How to set the payment due date and automatic cancellation of unpaid bookings
In the "Deferred payment" payment method settings, you can specify the prepayment due date and choose whether to automatically cancel a booking if the guest does not pay on time.
If automatic booking cancellation is disabled, the booking remains active even after the payment due date has passed. If necessary, the guest or the property can cancel the booking manually.
1. Go to “Property settings” > “Payment methods”.
2. Find the “Deferred payment” payment method and click its name or the “Edit” button.
3. In the “Main settings” section:
In the "Payment due" field, select one of the options: "before arrival" or "after booking".
In the "Guest must pay" field, specify the period within which the guest must make the prepayment.
For example, if you select "Before arrival" and specify 3 days, the guest must pay the prepayment no later than 3 days before the check-in date and time.
4. Set up automatic booking cancellation.
Under "Automatic booking cancellation", tick the "Cancel bookings if payment is not received within the required time" check-box if you want unpaid bookings to be canceled automatically.
If the setting is enabled, the booking will be canceled automatically if the guest does not make the payment within the specified period.
If the setting is disabled, the booking will remain active even if no payment is received. If necessary, the guest or the property can cancel the booking manually.
When a new payment method is added, automatic booking cancellation is disabled by default.
Pay attention. Changes to the automatic cancellation setting apply only to new bookings. Bookings created earlier retain the cancellation terms that were in effect when they were created.
For example, if automatic cancellation was enabled and you then disable it, previously created unpaid bookings will still be canceled automatically at the specified due date. New bookings will no longer be canceled automatically.
If automatic cancellation is enabled and a booking is created when the automatic cancellation terms for unpaid bookings is already in effect, the payment link is valid for 1 hour.
For example, if an unpaid booking is set to be canceled automatically 14 days before the check-in date and time, but the booking is created 4 days before check-in, it will be canceled automatically after 1 hour if no payment is received.
5. If necessary, configure payment notifications for guests.
In the "Send payment notifications to guests" field, specify how many hours or days before the payment due date the reminder should be sent. To add another notification, click "Add a notification".
6. Click "Save". The payment due date and automatic booking cancellation settings are saved.
How to track unpaid bookings
To track bookings with overdue payments and bookings for which the payment due date is approaching, configure a daily report on unpaid bookings.
The report includes active bookings for which the guest has not yet paid the required amount and the check-in date has not passed. Report delivery does not depend on the automatic booking cancellation setting. For more information about configuring the report and its contents, see the article "Daily report on unpaid bookings".
