Managing booking payments is essential to maintaining financial control over your property. In this article, we'll explain step by step how to check the payment status of each booking in AvaiBook, understand the Online Payments list, issue refunds, manage pre-authorisations and export complete payment reports.
The Online Payments list in the booking details displays each charge, retry and refund as related rows, allowing you to see the full sequence of each payment at a glance without having to open additional information.
Check the payment status of a booking
Access the booking you want to review from Planning > Bookings > Search.
Click on the booking ID to open the screen with all the booking details.
In the Payments section, you'll find all the details of the transactions associated with the booking. Click on the Online Payments drop-down menu.
How is the payment list displayed?
Previously, a charge with refunds was summarised in a single row showing the net amount. Now, you can see the original charge, any associated refunds or payment retries, and a final summary, making it much easier to understand what has happened when payment issues arise.
In the list, you'll see:
Each charge displayed as a main row.
Refunds displayed as sub-rows beneath the original charge, each showing its amount and date.
Payment retries following failed charges, grouped beneath the original charge, each with its own status.
Card details displayed beneath the payment description: card brand, country and masked card number.
How can I tell if an amount has been charged?
If you see a green check mark, the amount has been successfully charged. In the Date column, you'll see when the transaction was completed.
How can I tell if a charge is scheduled?
A charge is scheduled when you see an hourglass icon in the status column.
You'll also be able to see the date on which the charge is scheduled to be processed.
How can I tell if a charge has failed and what happened to its retries?
A charge has failed when you see a red X in the status section.
You no longer need to search for the reason: it appears directly in the list, along with the bank error code and an explanation of why the charge failed.
Hover your mouse over the question mark in the +Info section to see the error details.
If the system retries the charge, each attempt is displayed grouped beneath the original charge, with its own status:
Pending
Completed
Not completed
This allows you to follow the entire sequence of a charge without leaving the list.
Failed automatic charge
Failed manual charge
To understand what each error code means, see the article Card payment errors through AvaiBook Online Payments.
How do I issue a refund?
For successfully completed charges, you'll see the Refund button. Click it and the system will guide you through the refund process.
You can refund the full amount or only part of the amount charged.
For complete step-by-step instructions, see the article How to make a refund or refund to a traveler from AvaiBook?
How can I tell if a payment has been fully or partially refunded?
Refunds appear as sub-rows beneath the original charge, each showing its amount and date.
At the bottom of the group, you'll see a row labelled "Remaining amount after refunds", indicating how much of the original charge remains:
In amber, if there is still an amount available to refund.
In red, if the remaining amount is €0, meaning the charge has been fully refunded.
Positive remaining amount after refunds
No remaining amount to refund
How can I tell if a pre-authorisation has been placed on hold?
A pre-authorisation is on hold when you see an hourglass icon and the message "Pending collection by you".
The deadline to confirm or cancel it is displayed beneath the card details. Once this deadline has passed, the amount becomes available again in the guest's account.
During the 10-day pre-authorisation period, you can cancel it or charge the full or partial amount using the Confirm and Cancel buttons.
A pre-authorisation has expired when you see a red X. It expires 10 days after the amount was placed on hold.
How do I download a payment receipt?
For each charge and refund, you'll find the Payment receipt button, which allows you to download the receipt for that transaction.
Which buttons are available depending on the payment type?
Payment type | Available button |
Completed charges | Refund |
Each charge and each refund | Payment receipt |
Pre-authorisations | Confirm and Cancel |
Pending charges | Delete |
Can I cancel a scheduled charge?
If you've scheduled a charge for a booking and need to remove it, you can do so directly from the booking.
Go to the Online Payments section and locate the pending charge. In the Actions column, click the Delete button.
Can I download a payment list?
From the Online Payments > Payment History menu, you can access the complete list of all payments processed through our system.
You can use the available filters if needed and then click the Search button.
At the bottom of the displayed transaction list, you'll find the Export option.