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
Reservations. - 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.
Restricted payment dates
Record payments for future or past dates. For accounting users, recording a payment with a past date is unavailable if the accounting period for that date is locked.
Channel limitations
Some channels, like Airbnb, collect the payment from the guest and send the payout to Guesty. The reservation marks as paid automatically when Guesty receives the payout.
Manually record payments for channels that aren't exclusively channel collect, such as Booking.com and Vrbo. Learn more about collecting guest payments.
Using Payments by Booking bank transfers (not VCC)
The reservation automatically displays a payment reflecting the amount charged by Booking.com, including relevant fees.
Confirm this payment to mark the reservation as paid. To record a custom payment for these transactions, follow the sequence below:
Confirm the payment.
Cancel the confirmed payment.
Record the desired payment manually.
Cancel a recorded payment
Cancel a recorded payment by issuing a refund. Funds don't send to a credit card because the payment was recorded rather than charged. The reservation balance updates automatically.