You can use Guesty to send invoices to guests, with the option to use different brands per listing and include a personalized message of your choice. If relevant, you can securely collect a guest's payment method via the invoice.
Guidelines for including guest payment method collection link
Note:
If you are using channel collect payment, the payments are directly processed by the channel and you do not need to collect the guest's payment method in Guesty.
The payment method link is a secure method of collecting the guest's credit card details, however it is not an automatic payment processor. You will have the option to include or exclude the link each time you send a guest invoice.
If you do not have auto payments set up you will need to process the payment manually.
Guest payment link and auto payments
It's important to understand how the guest payment method collection interacts with auto payments that are created when a reservation is confirmed.
Payment method collected before reservation confirmed
If the guest payment method is added to the reservation before it is in "confirmed" status, auto payments will be automatically created and processed according to schedule using the payment method added.
Payment method collected after reservation confirmed
If the guest payment method is added to the reservation after the reservation is confirmed, the existing auto payments will remain in "pending" status. In this case, you will need to edit the auto payments and select the newly added payment method.
- For auto payments scheduled in the past, either change the date to the future or choose to charge now.
- Auto payments scheduled for the future will be automatically collected as per the rules set.
Important:
If there is already a guest credit card in the system, you must edit the auto payments and select the newly added credit card or the original credit card will still be charged.
Apply a brand to an invoice
If you manage several brands, you can send invoices with different branding. Set up brands and assign listings to each. Invoices for reservations in listings that are assigned to a brand will display the company information as defined in the brand setup. If the reservation's listing is not assigned to a brand, the guest invoice will display the company information from the default guest invoice settings entered below.
Set up guest invoices
Step by step:
- Sign in to your Guesty account.
- In the top navigation bar, click the mode selector and select Financials mode.
- Click Guest invoicing.
- Edit your settings as needed. See details below.
- Click Preview at the end of the page to preview the look of the invoice.
- Click Save.
Guest invoice settings explained
Upload to add or replace your company logo. We recommend uploading a square or a circular image to ensure that the image is displayed in the correct proportions.
Fields are populated by default from your account company information. Edit or delete information as needed to display on the invoice.
Toggle on to activate invoice number generation. When selecting this option:
- Enter an optional static prefix to appear before the auto-generated number.
- Choose a starting invoice number that will increase with each invoice sent.
If toggled off, we will generate an invoice without an invoice number.
Define the email message to be sent with guest invoice, including variables. You can customize it again during the actual invoice sending.
The guest default email will be used.
- Toggle on to include nightly rates breakdown. If toggled off, only the total amount will be shown.
- [BETA] Toggle on to include deducted fees breakdown.
When creating additional fees, you have the option to include the fee in the accommodation fare so it is not visible to guests booking through a connected channel, and then "deduct" it so the fee appears as a separate line item in the guest folio and reports.
On the guest invoice, you can keep the fee bundled into the accommodation fare, or choose to show the fee as a separate line item and amount to the guest.
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Toggle on to include a payment link.
- This option only available if you've connected a payment processor.
- Toggle on to show the total remaining payment amount in the invoice footer.
Beta: Share invoice automatically
To send the invoice automatically you can use the following variable in message automations: {{guest_invoice}}.