Configure deposits flexibly and build guest confidence
A security deposit is a key resource to protect your properties against damage or noncompliance. However, poor management can lead to accounting errors, confusion, or even disputes with guests. The VRMS allows you to configure deposits flexibly, adapt them to each property, and automate refunds—improving efficiency while building guest trust.
Where to configure the deposit
Depending on your operational needs, you can define the deposit at two levels:
Global configuration (for all properties)
Path: Rates → Extra → Refundable depositUse this if the amount and operation are the same across all your properties.
Individual configuration (per property)
Path: Property record → ExtraIdeal if you want to apply different amounts, payment methods, or timeframes per property.
How the deposit is paid
Timing of payment
Path: Property record → When it is paidAvailable options:
At the time of booking
On arrival
With the last payment before arrival
Pro tip
It’s recommended to set the deposit payment “on arrival” to provide a smoother guest experience.
Payment method
Path: Property record → Payment method
Available options:
Bank transfer
Check
Cheque vacances
Cash
Card (physical or virtual POS)
Card hold (pre-authorization)
PayPal (only for the first payment from the website)
Attention to detail
If you use a charge or hold on a card, the refund must also be processed on the same card.
If you use Avantio Payments, always ensure the same payment method is used for both charge and refund:
Charge and refund on card
Hold and release on card
Charging or holding the deposit on a card
When using credit or debit cards, the system offers two management options:
Charge on card: the amount is directly charged to the guest’s card like any other payment.
Hold on card (pre-authorization): the amount is temporarily blocked but not charged. The money is not transferred; it remains on hold until it’s released or captured.
How pre-authorization works
Pre-authorization has the following characteristics:
The amount is blocked, not charged.
The hold duration is limited (between 5 and 30 days, depending on the bank or platform).
If not captured, the bank automatically releases the funds.
Attention to detail:
The duration is mainly determined by the guest’s issuing bank.
If no specific configuration exists, the acquiring platform’s limit applies.
For Visa and Mastercard, it typically ranges between 7 and 14 days.
Only the total amount of the deposit can be released or captured—partial actions are not allowed.
Pro tip:
Set the refund within the limit allowed by your payment platform to avoid issues.
When the deposit is refunded
You can define the refund timing based on the guest’s check-out date:
Same day of departure
Between 1 and 6 days after departure
Between 1 and 2 weeks after departure
Path: Extra → Refundable deposit → Refund method
For holds, the release happens automatically according to the time allowed by the bank or payment platform:
The amount remains blocked between 5 and 30 days depending on the bank or platform.
If the transaction isn’t captured (authorized), the bank automatically releases the amount.
The issuing bank determines the hold duration.
If no specific configuration exists, the acquiring platform’s limit applies.
For Visa and Mastercard, it usually ranges from 7 to 14 days.
Attention to detail:
Only the total amount of the pre-authorized deposit can be released or captured. Partial actions are not possible.
Pro tip:
If you use card holds, ensure the refund period does not exceed the time limit allowed by your payment platform.
Customizing the pre-authorization period
Adapt how deposit holds behave depending on the payment platform and improve your deposit management.
The system includes an advanced feature to customize the deposit hold duration, adjustable per payment platform.
Requirements
Have the refundable deposit extra configured.
Choose between two operating logics:
Combined logic
Applies the configuration set in the extra as the minimum.
Applies the maximum limit allowed by the payment platform.
If the timeframe defined in the extra is met → the extra applies.
If it’s exceeded → the platform’s maximum applies.
Example:
Platform: pre-authorization valid for up to 30 daysDeposit extra: refund set to 14 days after check-outBooking:Check-in: 10/01/2025Check-out: 10/22/2025Hold date: 10/01/2025Platform pre-authorization limit: valid until 10/30/2025Extra refund date: 11/05/2025
In this case, since the refund date exceeds the platform’s limit, the customized configuration applies.
Default logic
Always applies the timeframe set by the payment platform, regardless of the extra configuration.
This option is ideal for property managers seeking a standardized, automated process without property-specific adjustments.
Managing deposits in VRMS gives you both operational control and flexibility. You can configure them globally or individually, define different payment methods, and automate refunds.
With options for charging, holding, and customizing hold periods, your agency gains efficiency, security, and transparency—while offering guests a clear and trustworthy experience.