Manual Payments

Overview

The Manual Payments module allows hotel staff to generate and send custom payment links to guests. This flexible payment solution enables properties to request payments for any purpose while maintaining proper accounting separation and system integration.

Manual Payment Workflow

Payment Link Generation

1. Request Initiation - Hotel staff initiates payment link request
2. Amount Specification - User defines payment amount and description
3. Property Association - System associates payment with specific property
4. Link Generation - Secure payment link is created with unique identifier
5. Email Delivery - Payment link is sent to guest via email

Payment Processing

1. Guest Access - Guest accesses payment link via email
2. Payment Form - System presents secure payment form
3. Payment Submission - Guest enters payment details and submits
4. Transaction Processing - Payment processor handles transaction
5. Receipt Generation - System generates payment receipt

System Integration

1. Apaleo Synchronization - When payment description contains CRS ID found in Apaleo:
   • Payment is automatically synchronized to Apaleo
   • Reservation status is updated accordingly
2. Accounting Separation - Payments are properly separated by property
3. Payment Tracking - All payments are tracked in the system

Key Components

Payment Link Generator

The payment link generator provides:

• Customizable payment amounts
• Flexible payment descriptions
• Property-specific links
• Secure link generation
• Email delivery integration

Payment Processor

The payment processing system offers:

• Multiple payment methods
• Secure transaction handling
• Real-time payment verification
• Error handling and retry logic
• Receipt generation

Apaleo Integration

The Apaleo integration ensures:

• Automatic payment posting to Apaleo
• CRS ID matching and validation
• Synchronization error handling
• Reservation status updates

Technical Implementation

The Manual Payments module is implemented using:

• PaymentService - Core service for payment link generation
• PaymentLinkController - API endpoints for payment management
• PaymentProcessor - Handles payment transactions
• ApaleoConnector - Manages integration with Apaleo PMS
• EmailService - Handles payment link email delivery

Security Considerations

• All payment links are securely generated with expiration
• Payment processing meets PCI DSS compliance requirements
• Access to payment management is role-restricted
• Payment data is encrypted both in transit and at rest
• Audit logs track all payment link generation and usage

Use Cases

Deposit Collection

Collect deposits for upcoming reservations:

1. Staff generates payment link for deposit amount
2. Description includes reservation CRS ID
3. Guest makes payment via link
4. Payment is automatically posted to Apaleo
5. Reservation status is updated to reflect deposit payment

Additional Services Payment

Collect payment for services not included in room rate:

1. Staff generates payment link for service amount
2. Description specifies service details
3. Guest makes payment via link
4. Payment is recorded in the system
5. Service delivery is confirmed

Event/Group Booking Deposits

Collect deposits for event or group bookings:

1. Staff generates payment link for event deposit
2. Description includes event reference
3. Event organizer makes payment via link
4. Payment is recorded in the system
5. Event booking is confirmed

Best Practices

1. Link Description

   • Include CRS ID for automatic Apaleo synchronization
   • Use clear, consistent descriptions for easy reference
   • Include reservation dates or guest name for clarity

2. Amount Calculation

   • Verify correct amount before generating link
   • For deposits, confirm percentage matches booking policy
   • Include all applicable taxes and fees

3. Email Communication

   • Use clear subject lines for payment emails
   • Explain payment purpose in email body
   • Include hotel contact information for questions