You can mark the reservation as fully paid and record payments that were collected outside of Guesty, such as cash or by recording payments which were collected via an external payment processor.
Prerequisites and limitations
Recording a payment for the same amount as an existing Auto payment is not allowed
If you have scheduled auto payments for the same amount you want to record, the Guesty system will not allow you to perform this action (Record a Payment button will not be visible). Therefore, you will need to cancel any auto payments that coincide with the amount you want to record.
For example, let’s say there is a $1000 balance 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 will have two options in order to record the $600 external payment:
- Cancel the first $500 auto payment and edit the other autopayment to $400 to collect the remaining balance
- Cancel both $500 auto payments and be sure to manually collect the remaining $400 balance
Recording a payment with a future date is not allowed
You can only record payments with present or past date. Also, recording a payment with a past date when the accounting period has already been locked is not possible.
Channel limitation
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.
To record a payment collected outside of Guesty, follow the steps below:
Step by step:
- Sign in to your Guesty account.
- In the top navigation bar, click the mode selector and select Financials mode.
- Click Reservations.
- Select the relevant reservation.
- Click Balance Due / Payout in the grey banner at the top of the page.
- Scroll down to the "Payments" section.
- To the right of "Payments", click New Payment.
- In the pop-up, under the "Payment method" drop-down select Recorded Payment.
- Enter the amount that was collected, and the collection date.
- To the right of "Cash", click the drop-down to select a different method of payment to record. If selecting "Other", be sure to name the payment method in the "Note" section.
- Click Save.
Step by step:
- Sign in to your Guesty account.
- In the top navigation bar, click More and then select Reservations from the dropdown.
- Select the relevant reservation.
- Click Balance Due / Payout in the grey banner at the top of the page.
- Scroll down to the "Payments" section.
- To the right of "Payments", click New Payment.
- In the pop-up, under the "Payment method" drop-down select Recorded Payment.
- Enter the amount that was collected, and the collection date.
- To the right of "Cash", click the drop-down to select a different method of payment to record. If selecting "Other", be sure to name the payment method in the "Note" section.
- Click Save.
Undoing a recorded payment
You can undo 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.