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Manage payments, security deposits and cards for your bookings from the payment breakdown

Centralize the management of payments, refunds and warranties in one place, and manage the cards associated with each booking quickly and securely.

Written by Lisa

Keep track of every financial movement in your booking

The Payment Breakdown is the section within each booking where you can record and review all financial movements — charges, refunds and security deposits — whether they are pending or already processed. This tool gives you a complete overview and lets you act quickly, without leaving the system.

If you have Avantio Payments enabled, you will also have access to various online payment methods (credit card, iDEAL, Google Pay, Apple Pay…), and from the breakdown itself you can process charges, refunds, holds and releases with ease.

Thanks to the multi-card feature, you can link several cards to the same booking and use them as needed.

Access all payment information in your bookings

  1. Go to VRMS → Bookings → Booking list.

  2. Click the full-view icon to open a booking record.

  3. Go to the "Payment Breakdown" section.

  4. In this section, each payment displays:

    • Date.

    • Amount.

    • Status: pending, collected via portal, collected, or failed.

    • Payment method: bank transfer, credit card, cash or PayPal.

    • Type: automatic or manual, depending on your Avantio Payments configuration.

  5. In the "Notes" icon you can add internal comments related to each payment.

Security deposit management

In this section you can also manage security deposits, either as a charge or as a card hold, depending on your extra configuration.

Available information includes date, amount, payment method and deposit type.

Cards associated with the booking

The "View cards" button opens a panel showing all cards linked to the booking (physical and virtual).

  • Add card: allows you to enter it manually in a secure form.

  • Request card: sends an email to the guest so they can securely enter their card details.

The last card added will be applied by default, although all tokenised cards will remain available.

Card identification and validity

  • Physical (blue): the guest's real card, accepts charges without restrictions. Valid from tokenisation until the expiry date, with a maximum of 30 days after check-out.

  • Virtual or VVC (yellow): a Booking.com or Expedia prepaid card with a balance limited to the booking amount (accommodation + cleaning). Valid from the validity date until 30 days after check-out.

When the card no longer allows further charges, the system will automatically display the following message:

Card not available

You cannot operate because more than 30 days have passed since check-out.

Available actions on cards

By clicking View card and selecting the desired card, you access the three-dot menu, where you can:

  • Validate card (for customers using the SysPay payment platform).

  • Report card as invalid for Booking.com reservations.

  • View card. Available only if you do not have an integrated payment platform. In this case, the system redirects to Receptio by Syspay to display the full card details.

In these cases, the card only appears tokenised in the list and payment methods, without allowing charges, transactions or automation within the system.

Available actions in the payment breakdown

Add a payment

  1. Click "Add payment".

  2. A new editable row will be generated where you can select the payment method.

  3. The selector will display all tokenised cards associated with the booking.

  4. When you save, the row will be automatically sorted by date (from earliest to latest).

Add a manual refund

  1. Enable edit mode.

  2. Click the three-dot icon (top right corner).

  3. Select "Add manual refund".

  4. A new editable row for the refund will be added.

Important details

  • Saved cards will not appear in the payment method dropdown, as refunds must always be made from the original payment line.

  • This means that if you want to refund an amount, you must initiate it directly from the specific payment and card used to process it. This way, each refund is linked to the correct payment and not generically to any card on the booking.

  • With Avantio Payments, refunds can no longer be scheduled: they must be executed immediately.

Where can I view the payment history?

Enter the breakdown in edit mode, click the three-dot icon (top right corner) and select "View history". A pop-up will open with two tabs: "Payments" and "Deposits", where you can review all movements, actions taken and emails associated with the booking's transactions.

How to manage the security deposit

Deposit management depends on the payment method used:

  • Methods other than credit card: the payment line can be edited without restrictions.

  • With credit card:

    • If the payment is pending, you can edit the payment line.

    • If the payment has already been collected, it cannot be edited or cancelled for security reasons.

Add a refund or deposit release

If the deposit is managed with a credit card and you have an active payment platform connected with Avantio Payments, in edit mode you can choose between:

  • Charge or refund the deposit.

  • Charge or release the deposit.

This gives you full control over the amount held on the booking according to your needs.

How to process a refund for a booking cancellation

Refund management depends on whether the cancellation is manual or automatic.

Manual booking cancellation

To cancel a booking manually from the VRMS:

  1. In the booking list, click "Full view" to open the booking record.

  2. Inside the record, click the "Cancel" button.

  3. A pop-up will appear with the available cancellation options:

    • Full refund

      • Credit card payments: a refund line is generated for each existing payment.

      • Offline payments (bank transfer, cash, etc.): all payments are grouped into a single pending refund.

    • Partial refund

      • Credit card payments: refunds are processed in reverse order (from the last to the first) until the refund amount is covered.

      • Offline payments: if online refunds do not cover the full amount, the system automatically generates a pending refund for the difference.

    • Payment method selector

      • If there is a card payment, this option is shown by default.

      • If you select an offline method, a pending offline refund is added.

Automatic cancellation

If the booking is cancelled from the portal, refund lines will be automatically generated according to the cancellation policy.

All pending payments are automatically cancelled.

Frequently asked questions

What happens if the card no longer allows charges?

The system notifies you when the card is no longer available for transactions.

Can I edit a payment already processed with a credit card?

No. For security reasons, payments that have already been processed cannot be modified or cancelled from the breakdown.

Which card is applied by default?

The last card added is always applied by default, although you can use any of the tokenised cards.

Can refunds be scheduled?

No. Card refunds must be executed immediately.

Why doesn't the system allow me to request a credit card from the guest?

The system only allows you to request a credit

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