Recording a payment collected outside of Guesty

If you collect a payment outside of Guesty via cash, bank transfer, or any other method - you can still record this payment within Guesty to keep your records accurate and up-to-date. Recording such payments ensures that your reservation's payment status reflects the actual transaction, regardless of the method used.

If a reservation's remaining payout is already fully accounted for, you will not see the option to record a payment. Additionally, the payment amount cannot exceed the outstanding balance. To record a payment with a larger amount than the outstanding balance, increase the outstanding balance by adding an extra invoice item to the reservation, or by adjusting the guest folio.

For example, there is a $1000 remaining payout on your reservation and you have two auto payments scheduled. One auto payment will collect $500 at check-in and the other auto payment will collect the remaining $500 two weeks later. The guest wants to pay you $600 in cash when they arrive. In this scenario, you have two options:

  • Edit the auto payment amounts to $600 and $400.
  • Cancel the auto payments and create recorded payments in the amounts of $600 and $400.

To record a payment collected outside of Guesty, follow the steps below:

Pro users Lite users

Step by step:

  1. Sign in to your Guesty account.
  2. In the top navigation bar, click the mode selector and select Financials mode.
  3. Click Reservations.
  4. Select the relevant reservation.
  5. Click Balance Due / Payout in the grey banner at the top of the page.
  6. Scroll down to the "Payments" section.
  7. To the right of "Payments", click New Payment.
  8. In the pop-up, under the "Payment method" dropdown select Recorded Payment.
  9. Enter the amount that was collected, and the collection date.
  10. To the right of "Cash", click the dropdown to select a different method of payment to record. If selecting "Other", be sure to name the payment method in the "Note" section.
  11. Click Save.

Payment date restrictions

You can record payments for both future and past dates. However, for accounting users, recording a payment with a past date is not possible if the accounting period for that date has already been locked.

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, which are not exclusively channel collect, (such as Booking.com and Vrbo) you may need to record the payment manually. Learn more about channel collection options.

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.
  • Users must confirm this payment for the reservation to be marked as paid.
  • To record a custom payment for these transactions:
    1. Confirm the payment.
    2. Cancel the confirmed payment.
    3. 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.

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