Collecting Payment#

Collecting payment in RecSystems is straightforward whether customers book online or you process payments manually. Here's how to handle different payment scenarios.

Online Checkout#

When customers book through your website:

1. Customer fills their cart
2. Enters payment information at checkout
3. Payment processes automatically
4. Confirmation sent

No action needed from you—it's all automatic.

Manual Payments#

For phone orders and staff-created bookings:

Option 1: Enter Card Details#

When creating a reservation:

1. Enter booking details
2. Enter customer information
3. Enter card number, expiration, CVC
4. Click Process Payment
5. Payment charged immediately

Option 2: Send Payment Link#

If you can't collect card info directly:

1. Create the reservation
2. Skip immediate payment
3. Click Send Payment Link
4. Customer receives email
5. Customer completes payment online

Collecting Balance Payments#

When deposits were collected at booking:

At Check-In#

1. Open the booking
2. See balance due amount
3. Click Collect Balance
4. Use card on file or enter new card
5. Process payment

Before Check-In#

1. Send balance reminder email
2. Include payment link
3. Customer pays online
4. Balance shows as paid

Card on File#

If card was saved at original booking:

1. Select Use card on file
2. Confirm amount
3. Charge processes
4. No new card entry needed

Additional Charges#

For charges after the rental (damage, fuel, etc.):

Adding Charges#

1. Open the completed booking
2. Click Add Charge
3. Enter amount and reason
4. Save

Processing the Charge#

1. Click Charge Card on File
2. Confirm the amount
3. Payment processed
4. Receipt sent to customer

Customer Authorization#

When customers book, they authorize:

• Initial payment
• Balance collection
• Additional charges for damage, fuel, etc.

This allows you to charge the card on file for legitimate additional costs.

Payment Methods#

Credit/Debit Cards#

Most common method:

• Visa, Mastercard, Amex, Discover
• Enter manually or saved on file
• Instant processing

Digital Wallets#

Available at online checkout:

• Apple Pay
• Google Pay
• One-click convenience

Gift Cards#

Can be combined with card payment:

• Apply gift card first
• Reduces amount charged to card
• See Redeeming Gift Cards

Handling Declined Payments#

When a payment fails:

Check the Error#

Common decline reasons:

• Insufficient funds
• Card expired
• Incorrect card number
• Bank blocked transaction

Next Steps#

1. Re-enter carefully — Check for typos
2. Try again — Sometimes it works second time
3. Different card — Ask for alternative payment
4. Payment link — Send link to complete later

Best Practices#

• Stay calm and professional
• Don't share specific decline reason
• Offer alternatives
• Document attempts

Payment Best Practices#

Phone Orders#

• Read back card number
• Confirm expiration date
• Get billing address
• Verify name on card

In-Person#

• Use chip or tap when possible
• Never write down card numbers
• Process while customer present
• Provide receipt

Security#

• Never email card numbers
• Don't store card details yourself
• Use RecSystems payment system
• Train staff on security

Receipts#

After payment:

Automatic Receipts#

• Sent to customer email
• Shows payment details
• Includes confirmation number

Manual Receipts#

• Available in booking details
• Click Send Receipt
• Can resend anytime

Payment Status#

Track payment status in dashboard:

Troubleshooting#

Payment not processing#

• Check Stripe connection
• Verify card details
• Check internet connection
• Try different browser

Wrong amount charged#

• Do NOT process refund yourself yet
• Review the booking and pricing
• Contact support if unclear

Customer didn't get receipt#

• Check spam folder
• Verify email address
• Resend from booking details

Related Articles:

• Accepting Payments
• Processing Refunds
• Check-In & Check-Out