Record a guest payment: cash, card, at the desk

Tento obsah zatím není dostupný ve vašem jazyce.


Why	Keep track of money taken at the desk — cash or card — so every booking always shows what has been paid and what is still due.
Who	Front desk staff and administrators who take payments at check-in and during the stay.
What you’ll get	A payment recorded on the booking: the “Amount / Paid / Balance due” summary recalculates, the payment lands in the open cashier shift and in the money journal.
Limitations	An entry under “Payments” is bookkeeping, not a fiscal document: the booking voucher does not replace a receipt. The list of payment methods comes from your hotel’s own directory.

The guest at the desk is ready to pay — in cash or by card. The most frequent operation of the day is recorded on the booking card in about a minute: the “Payments” tab, the “Add payment” button, a few fields in the “New payment” form — and the money is on the books.

Below: the step-by-step path, a tour of the form fields, and how a payment changes what the guest still owes.

How to record a payment

Open the booking card: from the “Bookings” list or by clicking the booking bar on the Planner.
Go to the “Payments” tab. Here are the “Add payment” and “Create payment link” buttons, the “Amount / Paid / Balance due” summary, and the list of entries; if nothing has been paid yet, you will see “No payments”.
Click “Add payment” — the “New payment” form opens.
Fill in the fields (details in the next section) and click “Save”. “Cancel” closes the form without saving anything.

Result: the payment appears in the list on the “Payments” tab, the summary and the “Finances” block in the card header recalculate, and the entry lands in the open cashier shift.

The fields of the “New payment” form

“Amount” — required: how much money you took from the guest. A partial payment — enter that part; a full one — the whole amount at once.
“Payment method” — chosen from your hotel’s own directory: cash, card, and other methods. The directory is maintained under “Finances”, on the “Payment types” tab — the “Create payment type” button.
“Date” — required; today’s date is filled in by default and can be changed if needed.
“Operation type” — “Payment” by default. To give money back to the guest, choose “Refund”: there is no separate refund button on the card — a refund is recorded through this same form.
“Status” — “Completed” by default. “Pending” and “Declined” are there for payments that are still being confirmed or did not go through.
“Description” — a note for colleagues: “paid at check-in”, “balance for the stay”.

How a payment settles the balance

On the “Payments” tab, and in the “Finances” block in the card header, you get three figures:

“Amount” — what the booking costs in full (not to be confused with the “Amount” field in the payment form);
“Paid” — what has been taken so far;
“Balance due” — what the guest still owes.

Nearby in “Finances” sits the breakdown — “Total”, “Accommodation” and “Extras” — so you can see what the sum is made of.

Save a payment and the summary recalculates immediately: “Paid” goes up, “Balance due” comes down by the same amount. Take a partial payment and the balance drops by that part; once the money taken matches the booking total, nothing is left to pay.

“Balance due” is the number the desk needs when the guest asks the day’s main question — “how much do I still owe?” — with no tables or tabs to open.

The payment and the cashier shift

Every recorded payment lands in the open shift — under “Finances”, the “Shifts” tab: the shift’s “Expected balance” grows with each payment. When you close the shift, you enter the “Actual balance” and the system shows any difference from the expected one — that is the cash count.

If no shift is open yet, open one before the day’s first payments — otherwise there is nothing to reconcile the count against. The full routine is in Cashier shifts.

Each payment also shows up in the “Money movement” journal — as its own line with a link to the booking, the operation type, the payment method, and the amount.

Recorded payment or payment link

Two ways to take money sit on the “Payments” tab — pick by situation:

“Add payment” — you took the money yourself, at the desk: cash into the cash desk, or a card through your own terminal. The guest is right there, the payment happens now — the entry appears on the booking as soon as you save.
“Create payment link” — the guest pays on their own, online: the booking card generates a link, the guest opens it and pays by card. The link can be sent in advance or right from the card — see Payment link.

Short rule: money at the desk — a recorded payment; money without you involved — a link.

Bookkeeping, not a receipt

The honest boundary: an entry under “Payments” is the hotel’s internal record of money, not a fiscal document. For cash and card payments taken in person, the receipt comes from your own point-of-sale tools outside HotelsCalendar; online payments through YooKassa are processed with a fiscal receipt — YooKassa issues it and files it with the tax office.

The booking voucher is a document about the stay for the guest: it can be emailed from the “Messages” tab (the “Send voucher” button) or printed. But a voucher does not replace a receipt: if a payment method requires one, the receipt is issued with your own point-of-sale tools — outside HotelsCalendar.