Connect a payment gateway

#What is a payment gateway?

A payment gateway is the service that processes card payments between your property, the guest’s bank and your bank account. Connected to Roomsy, it lets you store guest credit cards securely and charge them. Card numbers never touch your computer: the gateway holds them and Roomsy keeps only a token. Money goes straight to your own gateway account, and Roomsy takes no commission.

Supported gateways: Stripe, Square, Authorize.Net, Elavon, Nexio, Cardknox, Kovena and Hoteli.Pay (Asaas). One gateway is active per property at a time. This guide uses Stripe as the example. The others follow the same two steps with their own credentials.

#Step 1 — Turn the gateway on

1. Open Settings → Extensions → Payment Processing
2. Switch on Stripe (or your gateway)
   Turning one gateway on turns any other gateway off.

#Step 2 — Add your credentials

1. In your Stripe Dashboard, open Developers → API keys
   Copy the Publishable key (starts with pk_live_) and reveal and copy the Secret key (starts with sk_live_). Use the pk_test_ / sk_test_ pair while you are testing.
2. Open Settings → Integrations → Payment Gateway
   The active gateway is shown at the top, with its credential fields below.
3. Paste the Publishable Key and Secret Key
4. Optional: tick “Collect credit cards on the booking engine”
   Online guests then enter a card while they book. The card is stored for you to charge later.
5. Click Save Changes

Two related switches live in Settings → Features → Invoice & Payments: Card Tokenization must be on to save cards on file for later charges. Manual Payment Capture makes every card payment an authorisation that staff capture by hand.

#Charging cards

Everything happens on the booking’s invoice. See Invoices and payments.

• Store a card: add a card to the guest or booking at the front desk. Cards entered on the booking engine are stored automatically.
• Charge now: + Add Payment → choose your gateway as the payment type → enter the amount. The payment shows as Captured when it succeeds.
• Authorise now, capture later: place a hold (for example, for incidentals) and Capture it from the payment row at checkout.
• Payment link: send the guest a secure hosted page to pay from. The payment shows as awaiting payment until the guest pays. Use Verify Payment to check it.
• Refund / Void: from the payment row’s ⋮ menu. Refunds go back to the guest’s card through the gateway.

#OTA cards and the card vault

Bookings from Booking.com, Expedia and other OTAs often carry the guest’s card, or a virtual card (VCC) issued by the OTA. To view and charge those cards in a PCI-compliant way, enable a card vault in Settings → Extensions → Card Vault: Vaultera (Pro plan and above) or PCI Booking. The active vault then appears in Settings → Integrations → Card Vault.

#Common questions