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Gridbeds has no “Payments” entry in the main menu: payments are collected from the booking, and payment providers are set up in Settings → Payments.

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Setting up payment providers

In Settings, group Integrations, open Payments. The page is called Payment Gateways (“Configure payment processing for booking payments”) and is visible to whoever may manage integrations.
1

Choose the provider

On the provider’s card click Configure. For Stripe, the recommended way is Connect with Stripe; you can also Enter API keys manually (Publishable Key, Secret Key, Webhook Secret).
2

Check the connection

Click Test Connection. The card then shows Configured and the mode it runs in: Test, Live or Sandbox.
3

Pick the default

With more than one provider, click Set as Default on the one Gridbeds should offer first.
Each property can use a different provider. On the property page, tab Payments, click Override for this property; to go back, click Use organization settings. The badge reads Inherited or Property override.

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Taking a payment

Wherever Gridbeds shows what a guest owes, the amount itself opens Take payment:
  • Balance due at the top of the booking panel;
  • the Balance: {amount} badge in the bookings list;
  • the Balance column of Arriving Today and Departing Today on the Today tab, and the amount on a To collect today row;
  • Owes {amount} beside an overdue departure on the Day close screen.
In the booking panel, Record Payment opens it too. Pressing a balance never opens the row or the card it sits on.
1

Amount

It starts at what the guest owes. Lower it to take part of the balance: below the field Gridbeds says how much is still owed after this payment, or that the payment settles the balance. It cannot be more than the guest owes — record what the stay costs and give the change back.
2

Method

Cash, Card terminal, Bank transfer or Online.
3

Reference (optional)

The receipt number, the terminal slip number or the transfer reference.
4

Record

Click Record {amount} or press Enter. Every screen that shows the balance updates.
Where the money is recorded is said in the window before you record it:
  • before the stay is invoiced — on the folio, as a deposit, settled on the check-out invoice;
  • once the stay’s invoice is issued — as a payment of that invoice.
Online opens the Collect Payment window below, with the amount you chose.
Cash, Card terminal and Bank transfer need the permission to take payments at the desk; a payment of an issued invoice is also open to whoever manages accounting. Without either, the window offers Online only and says so. Nothing is taken at the desk for a stay that is neither confirmed nor checked in, or whose invoice is already paid — the window says which.
If Gridbeds refuses a payment, it says why in your language: nothing is owed any more (a colleague may have just taken it), the booking channel collected the payment, the stay was invoiced or its folio closed in the meantime, or an online payment for the stay is still in progress.

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Collecting online

The Collect Payment window shows the Remaining balance and asks for the Payment amount:
  • Full payment — the whole balance.
  • Deposit — {percent}% of the total — 30% of the stay’s value, never more than can be collected. Offered only when the deposit is less than the balance.
  • Another amount — any amount up to the balance (“Amount to collect (up to …)”). Below the field you see what will remain due.
Choose the Payment method from the configured providers and click Collect {amount}:
  • Stripe takes the payment inside the window.
  • EuPlătesc and Netopia send you to the provider’s page, then back to Gridbeds.
PayU and PayPal can be configured but are not offered when collecting a booking. With no provider configured, the window says so and points you to settings.

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Desk payments in the staff app and on an invoice

The staff app takes a desk payment the same way, with Take payment on the booking’s bill (Cash, Card or Bank transfer) — see Staff app. An issued invoice can also take a payment from Invoicing, with Record Payment (Cash, Bank Transfer, Card, euPlătesc, Netopia, Stripe or Other). When the guest is not at the desk, send them a link to pay online. Payment link is next to every balance the desk sees: the money strip at the top of the reservation drawer, the Folio tab under Balance due, the payment column of the bookings list, and the booking panel beside a conversation in Messages. It is shown while something is owed, to members who may take payments. Send a payment link asks for the Amount — the whole balance, or less; never more than the guest owes — and how to send it:
  • Email to guest or Text to guest sends the link to the address on the guest’s profile. A way the guest has no address for is greyed out, with the reason. If messages to guests on that channel are not switched on for your organization yet, Gridbeds says so and sends nothing.
  • Create link only gives you the link to copy into whatever channel you talk to the guest on (an OTA chat, WhatsApp).
The amount is what the guest’s own folio owes, read when the dialog opens. A charge moved to another folio — a group’s master folio, or a company’s — is no longer the guest’s to pay, so it is never proposed. When the folio owes nothing (for example, a group member whose room went to the master folio), the dialog says so and there is nothing to send. The guest opens a page with the property, the booking and the amount, and pays by card through your payment provider. The link works for seven days, and when it is opened it asks only for what is still owed: if you took the money at the desk in the meantime, the guest is told there is nothing left to pay. Asking again for the same amount gives you the same link rather than a second one. The money is recorded as a deposit on the bill, like a desk payment, and is deducted on the check-out invoice. A link can be sent for a confirmed or in-house stay that is not invoiced yet; once the stay is invoiced, send the payment link from the invoice instead (see Invoicing). The property needs an online payment provider (see Setting up payment providers).

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Card holds (pre-authorizations)

From the booking, Card hold opens Card holds (pre-authorizations). You can Place hold for a No-show guarantee, a Deposit guarantee or Incidentals, then Capture or Release it. Hold statuses: Requested, Authorized, Captured, Released, Expired, Failed.
Holds always work with Stripe; with Netopia only in two-step mode, and with EuPlătesc only once its admin keys (UKEY/UAPI) are configured. Other providers refuse them.
For a booking marked as a no-show, Charge no-show guarantee (button Charge card) charges the guest’s saved card, capped by the no-show policy and by what the booking owes. It needs the permission to charge cards.

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Refunds

From the booking, Refund opens Process Refund: choose Full refund or Partial refund and a reason (Requested by customer, Duplicate, Fraudulent), then Continue and Confirm Refund.
  • Only payments taken through a provider can be refunded. Money taken at the desk is handed back the way it came, and recorded on the bill.
  • Refunding more than the rate plan allows asks for a reason: “Why are you refunding beyond the rate plan?”.

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Payment on the property’s website

Settings → Payment policy sets what a guest pays when booking on your website: Pay in full, Pay a deposit (first night’s rate, a percentage of the total or a fixed amount), Card guarantee or Pay at property. With Card guarantee the guest saves a card, which you can then use for the no-show guarantee. The guest pays through the property’s own provider: Stripe, PayU, Netopia or EuPlatesc. Card guarantee works only with Stripe, and PayPal cannot take payments on the website. When the property’s provider cannot take any of the modes you allowed, the guest sends a booking request that you approve — see Websites.

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