AvaiBook offers an automated system for managing online payments. This payment processing tool allows you to make collections, pre-authorizations and refunds of all your reservations without the need to resort to external services. All this in a 100% secure environment: travellers' card details are stored encrypted, complying with PCI Compliance standards and all current regulations.
Our AvaiBook Online Payments tool allows you to accept payments with the main card brands, both national and international, making it easier to welcome travelers from anywhere in the world. With it, you can make collections, pre-authorizations and refunds for all your reservations without having to contract this service with another company. Credit, debit, virtual and prepaid cards of the brands: Visa, Mastercard, American Express and UnionPay are accepted.
Supported Card Types
Currently, in AvaiBook it is not possible to manually select which types of cards to accept for payments made through the booking engine.
By default, AvaiBook's booking engine supports payments with the following cards:
Visa
Mastercard
American Express
In the case of bookings from external platforms (portals), the management of the accepted card types depends on each portal and its own configuration.
For example:
Booking.com usually allows you to configure the accepted card types from your own platform.
On Expedia, the supported card types may depend on the contracting model set up with the portal.
Therefore, any settings related to cards accepted on bookings from external portals should be reviewed directly from the relevant platform.
How do I set up online payments?
You can do this from two sections:
1. From your property's page, by clicking on the "Online payment settings" button
2. From the Online Payments section > Settings, click search
For each accommodation, you will see a line of rules configured for AvaiBook (booking engine) bookings. Also, if you have synchronization with Booking, Expedia, Vrbo XML, HomeToGo, and Google, a separate line will appear for each of these portals.
In the 'Actions' column, next to each property, you will find icons to edit or copy the rule. The pencil icon allows you to edit it, and the other allows you to copy it to other accommodations.
Click the edit icon (pencil) to access the settings. You'll see two sections: Down Payment and Booking Rules.
The system requires the configuration of an advance payment for bookings made from the AvaiBook engine, which can be modified by means of the Modify button. The remaining payment is set up via Booking Rest or editing using the pencil icon. The creation of additional charges, such as pre-authorizations or extra services, is set from the Create Rule button.
Choose: operation (collection/pre-authorisation), when you want it to be executed, the amount (in € or %) and the concept of the operation (deposit, cleaning, etc.). When you're done, click on the Create Rule button:
If there is an error when charging for a reservation, don't worry. Our system will automatically retry the payment. Here's a detailed explanation of what will happen:
Automatic Retries: If the first collection attempt fails, the system will perform two retries: one at 3 hours and one 24 hours after the first attempt.
Guest Notification: The guest will be notified of the error so that they can resolve it.
Invalid Card Report:
For Booking.com bookings, the system will automatically mark the card as invalid and the portal will prompt the guest to provide a new one.
For bookings from other channels, AvaiBook will request a new card via the secure Traveller Credit Card link.
Email Updates: You will receive email notifications about the status of the reservation payment.
How can I make a manual payment?
If you don't have rules set up or if a payout has failed, you can make a new payout specific to a booking. This will allow you to charge your traveler securely by card, even in case of unforeseen expenses.
Go to the full booking tab: Planning > Bookings, find and click on the booking ID.
On the booking tab, in the Payments section, click Create Transaction. Configure the following aspects in the New Operation box.
Complete the following aspects in the New Operation box that will open.
1. Amount: Indicates the amount to be collected.
2. Concept: Describe the operation clearly for the traveler (e.g., 30% advance reservation [number] in [apartment]).
3. Type: Select collection or pre-authorization (remember that pre-authorizations are valid for a maximum of 10 days).
4. If you prefer to schedule your payout on a specific date, choose "Schedule On" and select the shipping date.
5. Security: Activate 3D Secure for secure payment with bank verification. This means that in order for the charge to be finalized, the cardholder must authorize it in their online bank.
⚠️This option is not available for scheduled payments, pre-authorizations or virtual cards (Booking virtual card, Expedia virtual card).
To finish, click on the "Create" button.
When the guest's card is charged according to your payment rules (retainer, remainder, or additional charge), both you and the guest will receive an email confirming the success of the charge with full details.
If an attempt fails, the system will automatically retry it after 3 hours. If it fails again, another attempt will be scheduled within 24 hours of the first failure, notifying you in each case. You can check the possible errors in the following guide.
Creating payments after check-out: How long is this possible?
You can create new payments (Pay by link, manual operations, or run payout rules) up to 30 days after the traveler's check-out.
Once this period has elapsed, for security reasons, the POS terminal is blocked for that reservation, preventing charges that do not correspond to be made.
From that moment on:
You won't be able to create new Pay by link.
You will not be able to create new operations.
You won't be able to run payout rules associated with that booking.
In this case, the following message will appear:
"The creation of new payments is available up to 30 days after check-out. If you need to make a payment outside this period, please contact us."
If you need to manage a payout outside of this timeframe, please contact our support team so we can review your case.