Payment Processing

# Payment Processing RecSystems integrates with Stripe to handle all payment processing securely and efficiently. This guide covers managing payments, processing refunds, and handling common payment scenarios. ## What You'll Learn - How RecSystems processes payments through Stripe - Managing customer payment methods - Processing refunds and partial refunds - Handling failed payments - Understanding payment statuses - Managing balance due payments ## Payment System Overview RecSystems uses **Stripe** as the payment processor through the **Pay gem** integration. This provides: - Secure card processing - PCI compliance - Automatic receipts - Refund management - Payment method storage ## Payment Flow ### 1. Customer Checkout When a customer books: 1. They enter payment details 2. Card is validated by Stripe 3. Payment is authorized 4. Booking moves to "Reserved" status 5. Receipt is automatically sent ### 2. Payment Types **Initial Deposit** - Charged at booking time - Can be percentage or fixed amount - Set in fleet/unit configuration **Balance Due** - Remaining amount after deposit - Collected at check-in or before - Can be paid online or in-person **Additional Charges** - Damage fees - Fuel charges - Late return fees - Added during check-out ## Managing Payments ### Viewing Payment Details 1. Open any booking 2. Click **"Payment"** tab 3. See complete payment history: - Initial charge - Balance payments - Refunds issued - Payment methods used ### Payment Information Shows - Amount charged - Payment date/time - Card last 4 digits - Transaction ID - Receipt link ## Processing Refunds ### Full Refunds 1. Open the booking 2. Click **"Issue Refund"** 3. Select **"Full Refund"** 4. Add refund reason 5. Click **"Process Refund"** ### Partial Refunds 1. Open the booking 2. Click **"Issue Refund"** 3. Enter specific amount 4. Add detailed reason 5. Click **"Process Refund"** ### Refund Processing Time - Instant in RecSystems - 5-10 business days to customer's card - Customer receives email confirmation - Original payment method used ## Balance Due Payments ### Collecting Balance at Check-in 1. Open booking at check-in 2. Click **"Collect Balance Due"** 3. Choose payment method: - Use card on file - Enter new card - Record cash/check 4. Process payment 5. Print receipt if needed ### Online Balance Payment Customers can pay balance due online: 1. Send payment link via email 2. Customer clicks link 3. Enters payment details 4. Receives confirmation ## Failed Payments ### Common Failure Reasons - Insufficient funds - Expired card - Incorrect details - Bank decline - Fraud prevention ### Handling Failed Payments 1. System automatically notifies customer 2. Booking stays in "Checkout" status 3. Customer has 30 minutes to retry 4. After timeout, booking expires 5. Inventory becomes available ### Manual Payment Retry For existing bookings: 1. Open the booking 2. Click **"Retry Payment"** 3. Update card information 4. Process payment 5. Booking updates to "Reserved" ## Payment Methods ### Card on File - Stored securely by Stripe - Only last 4 digits visible - Can be used for: - Balance due - Additional charges - Future bookings ### Updating Payment Methods 1. Open customer's booking 2. Click **"Payment Methods"** 3. Add new card or remove old 4. Set as default if needed ### Cash/Check Payments For in-person payments: 1. Select **"Cash"** or **"Check"** 2. Enter amount received 3. Add reference number for checks 4. System records but doesn't process ## Gift Card Payments ### Applying Gift Cards 1. During checkout or payment 2. Enter gift card code 3. System validates and shows balance 4. Applies to booking total 5. Remaining balance via card ### Partial Gift Card Use - Can combine with credit card - Gift card applied first - Balance charged to card - Unused gift card balance remains ## Payment Reports ### Daily Payment Summary View in **Dashboard → Reports → Payments**: - Total processed - Number of transactions - Failed payments - Refunds issued ### Payment Export 1. Go to **Reports → Payments** 2. Select date range 3. Click **"Export CSV"** 4. Includes all transaction details ## Security & Compliance ### PCI Compliance - RecSystems never stores card numbers - All data encrypted by Stripe - Regular security updates - Annual compliance verification ### Data Protection - SSL encryption for all transactions - Tokenized card storage - No sensitive data in RecSystems - Stripe handles all security ## Common Payment Scenarios ### Deposit + Balance Due 1. Customer pays 25% deposit online 2. Booking confirmed 3. At check-in, collect remaining 75% 4. Complete transaction ### Group Bookings 1. One person pays deposit 2. Different person pays balance 3. Both payment methods saved 4. Either can be charged ### Extending Rentals 1. Calculate additional days 2. Charge card on file 3. Or collect payment in-person 4. Update booking end date ### Damage Charges 1. Document damage at return 2. Calculate repair cost 3. Charge card on file 4. If declined, follow up manually ## Troubleshooting Payments ### "Payment Failed" at Checkout - Verify card details correct - Check expiration date - Confirm billing zip code - Try different card - Check with bank ### Can't Process Refund - Verify original payment cleared - Check if already refunded - Ensure Admin permissions - May need to wait 24 hours ### Card on File Declined - Card may be expired - Insufficient funds - Bank flagged as suspicious - Request updated card ### Stripe Connection Issues - Check internet connection - Verify Stripe status page - Try again in few minutes - Contact support if persists ## Best Practices ### 1. Clear Payment Terms - Show deposit amount upfront - Explain when balance is due - List potential additional charges - Provide receipts always ### 2. Timely Processing - Process refunds same day - Collect balance at check-in - Charge damages before customer leaves - Send receipts immediately ### 3. Good Documentation - Note payment issues in booking - Document refund reasons - Keep record of cash payments - Track failed payment attempts ### 4. Customer Communication - Explain all charges clearly - Send payment confirmations - Notify of failed payments - Provide refund timelines ## Payment Settings ### Configuring Payment Options **Dashboard → Settings → Payments**: - Deposit percentage - Balance due timing - Accepted payment types - Receipt preferences ### Stripe Configuration - API keys (set by RecSystems) - Webhook endpoints - Currency settings - Statement descriptors ## Related Guides - [Booking Workflow](../01-daily-operations/booking-workflow.md) - Payment during booking - [Check-in Process](../01-daily-operations/check-in-process.md) - Collecting balance due - [Price Rules](./price-rules.md) - Setting up pricing - [Stripe Integration](../08-integrations/stripe-payments.md) - Technical setup --- *Pro Tip: Always process refunds through RecSystems to maintain accurate records and automatically update booking status.*