Define How Your Guests Pay for Their Reservations
With the Booking Conditions module, you can easily manage how reservations are confirmed and paid for on your website and certain portals, what payment methods you accept, and what your cancellation policies are. This way, you offer transparency to your guests, build trust, and increase conversion chances.
Main Benefits
This module allows you to:
Set what percentage of the amount to request as a deposit.
Define the payment methods available on your website and some portals.
Determine who receives the payments, including their tax information and account number.
Set up cancellation conditions.
Apply different rules for each accommodation or group of accommodations.
Configuration Options
The system offers two management methods:
One rule for all accommodations. To apply it, you must assign all accommodations to the same payment conditions rule.
A specific rule for each accommodation. It is assigned individually and allows you to customize the setup according to your needs.
Attention to Details
Note that newly created accommodations automatically adopt the default rule.
How to Set Up Your Payment Conditions
Step 1. Create a Payment Rule
Step 1. Create a Payment Rule
Go to VRMS → Reservations → Booking Conditions → List.
Click on "New Payment and Cancellation Condition".
In "Name / Reference", enter a name that easily identifies the rule.
In "Select accommodations", check the accommodations to which it will apply.
Click "Next".
In the section "How reservations are confirmed and paid", set up the payment steps:
Step 1 (at the time of booking): select the percentage to charge and the payment method. If you use Avantio Payments with a credit card, you can set 0% at booking.
Steps 2 and 3: add the remaining charges to complete the total amount. For each one:
Select "Before check-in" and indicate the days prior and the percentage to charge.
Or select "At check-in", where no percentage is specified.
Select the accepted payment methods (card, transfer, PayPal, etc.).
Indicate the default beneficiary and account number, or configure others specific to each accommodation.
Click "Save".
Attention to Details
If the booking is made with less notice than expected for the second payment, the guest will pay 100% of the reservation.
Percentages are calculated only on the rental amount, not on extras (these are configured separately in the extras tab).
Step 2. Set Up Additional Options (if applicable)
Step 2. Set Up Additional Options (if applicable)
Custom Rules (payment steps 1, 2, and 3):
In Step 1, the "Advanced Settings" section appears by default.
In steps 2 and 3, this section only appears if you select the "Before check-in" option.
From there you can check:
"Settings based on reservation amount".
"Settings based on reservation duration".
Example: if the amount is less than €100, charge 100 %.
Options when selecting a payment method:
You can check "Hide options based on days" to limit payment methods depending on the days remaining before check-in.
You can check "Hide options based on amount" to restrict card payments based on the reservation amount.
Step 3. Define Cancellation Conditions
Step 3. Define Cancellation Conditions
In the "Cancellation Conditions" section, you can:
Define rules based on the time remaining before check-in.
Set the penalty applicable in case of no-show.
Example: cancellation between 0 and 2 weeks before check-in → 80% penalty of the rental amount.
Best Practices: define the cancellation conditions clearly and communicate them on your website to avoid misunderstandings and chargebacks.
Now, as a next step, we invite you to review your current conditions and decide whether you prefer to apply a single general rule or several specific rules.
Set them up in the system so your guests know from the start how to make their reservation and what happens in case of cancellation.
Frequently Asked Questions
Can I set up booking and cancellation conditions by season?
Can I set up booking and cancellation conditions by season?
Yes, by selecting the "New Season" button, you can choose the season dates to differentiate between periods.
Why don't I see the card payment option?
Why don't I see the card payment option?
You may not have integrated a payment platform with Avantio Payments yet. Check with your implementation specialist to find out which payment platforms we offer.
How are advance percentages calculated?
How are advance percentages calculated?
Always based on the rental amount, excluding extras. Extras are configured in their own tab.
Will the payment and cancellation policies set on other platforms, like Airbnb and Booking, be changed?
Will the payment and cancellation policies set on other platforms, like Airbnb and Booking, be changed?
No, each platform follows its own payment and cancellation policies. VRBO is the only platform that currently follows the payment and cancellation policies set within our system.