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Step 4: Sending payment request

  This step is part of a five step getting started tutorial

Previous > Step 3: Looking up a transaction

In addition to payments for room reservations via the booking engine, hoteliers can also send guests a request to pay any item. For example, a bottle of champagne or a deposit for a wedding.


How a payment request works and what it looks like
Separate from reservations made through your own booking engine or via, you can send a payment request to anyone via email. This email includes a payment link, which points to your Hotel Pay account so guests can pay within a few clicks and payments will be received directly.

There is also a possibility to write a custom text in this email, or to use a standard prewritten macro of a text that you have created prior. In the example below, you see the custom text in the box above the payment link. When the link is clicked, the user will be redirected to a secure payment page.


Send a new payment request to guests via email
To send a new payment request:

  1. Log in at your dashboard.
  2. Click on Payments > Pay-by-link.


  3. Fill out the amount, first name, surname, email address of the guest.
  4. Choose the language of the guest, this will build the standard text of the email in their language.
  5. Leave the macro field blank to enter your own text, or choose a macro if you have created one (see below chapter).
  6. Click on Preview.
  7. Check your message and click Send payment request.

Your request is now sent to the guest. They will receive the e-mail directly, or within two minutes, depending on the speed their email provider fetches email.

Note: Payment requests include a notification that the link will expire after 30 minutes. This time starts when guests click on the link in their email box. If a guests tells you that the link has expired, it is important to send a complete new request.

Creating a macro for payment requests that occur often
Based on a suggestion from one of our Hoteliers, we have created the possibility to create macro's for payment requests, for texts which you use often.

If you don't see yourself writing the same email over and over again, it is best to create a macro. When sending a payment request, as described in the chapter above, you have the option to select this macro.

To create a new macro:

  1. Click New Macro.
  2. Name your macro and click Create.


  3. Enter your text, select a language and click Save.

Your macro is now saved. You can use this macro while sending payment requests as explained in the previous chapter.

Note: Make sure to save your macro's per language. Just enter the text in one language, click save and continue this per language.

Sending a copy to the hotel or multiple e-mail addresses
In addition to the payment request that is sent to the guest, a copy of the payment request can be sent to one or more specified addresses. 

To add a CC address:

  1. Click Settings.
  2. Enter one or more email addresses, seperated with a semicolon (;)


Suggestions how payment requests can be used
When you are new to payment requests and if you have never used this before, it might be good to see some examples of Hoteliers using payment requests. Please feel free to share how you use payment requests, in the comment section below.

We have seen the following examples:

  • A room amenity, such as a bottle of champagne, flowers in the room or chocolates. Imagine a mother who knows her son is staying at your hotel for his honeymoon. If his mother has requested your reception to send a bottle of champagne to his room upon arrival, you can send his mother a payment link.
  • A prepaid reservation from any booking channel. If your guest has booked a non-refundable hot deal via any other booking channel (such as, expedia) other than your own website or - you can send this guest a payment request via email. This will guarantee you that the payment method is valid and chargebacks are less likely.
  • A group booking for a company, wedding or other event, may have to pay a deposit. You can easily send a payment link to the organiser.
  • A deposit if you want guests to pay a part of the reservation fee or part of any other payment.


Next > Step 5: Setting the payment logos and activating rates for Hotel Pay

Below, you can place a comment, in case you have a suggestion or question about this article. If case you have a bug, complaint or question concerning your account, we recommend to use "Submit a request" at the top of this page.
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