Introduction
If you're not accepting online payments, you're creating friction for guests and likely losing bookings. Here's how to set up payment processing correctly.
Payment Processing Basics
How It Works
- Guest enters payment information
- Payment processor verifies card
- Funds are authorized (held)
- Transaction completes at checkout
- Funds deposit to your account (1-3 days)
Key Terms
- Payment gateway: The technology processing payments
- Merchant account: Where funds are deposited
- Processing fee: Cost per transaction (typically 2.5-3%)
- PCI compliance: Security standards requirement
What to Accept
Credit/Debit Cards
- Visa, Mastercard (essential)
- American Express, Discover (recommended)
- Debit cards (usually same processing)
Digital Wallets
- Apple Pay
- Google Pay
- Increasingly expected by guests
Optional
- ACH/bank transfer (for extended stays)
- Cash (in-person only)
- Checks (higher risk)
Choosing a Processor
Key Factors
- Processing fee percentage
- Per-transaction fee
- Monthly fees
- Integration with your software
- Payout timing
- Customer support
Integrated vs. Standalone
Integrated (recommended):
- Works within your reservation software
- Automatic payment tracking
- Single system to manage
Standalone:
- Separate terminal or account
- Manual reconciliation needed
- More work, more errors
Security Requirements
PCI Compliance
- Required for credit card processing
- Your software should handle most requirements
- Never store full card numbers
- Use secure, encrypted connections
Best Practices
- Use trusted payment processors
- Keep software updated
- Train staff on security
- Monitor for suspicious activity
Handling Common Situations
Deposits: Charge at booking, apply to final bill Balances due: Collect before or at check-in Refunds: Process through same system Chargebacks: Document everything, respond promptly
Key Takeaways
- Online payments are expected by guests
- Integrated processing reduces errors
- Security and PCI compliance are required
- Fees are a cost of doing business
Keepr includes integrated payment processing with competitive rates and automatic reconciliation. Accept payments easily at campreserv.com