What are automatic payment notifications?
Automatic payment notifications are messages the system sends to your guests to keep them informed about payments, dates, amounts, methods, and authorizations—adding clarity and confidence at every stage of the process.
What are the main benefits?
Keep the guest informed.
Automate the collection process.
Reduce manual follow-up.
Where can I find this module?
Access notification settings in:
Configuration → Avantio Payments
Log in to your VRMS.
Go to the Configuration menu.
Select Avantio Payments.
Open the section Avantio Payments settings.
Go to Guest alerts.
There you’ll find the available notification types:
Charge notice
Authorization
Payment completed
Payment failed
Retry
Cancel booking
Attention to detail
Avantio Payments templates are predefined and cannot be edited.
Step-by-step configuration
Step 1. Payment security (PSD2)
Step 1. Payment security (PSD2)
This option lets you request payment authorization for transactions coming from the Channel Manager (MOTO operations).
By default, these operations are processed without authorization. However, enabling this feature strengthens your transactions and reduces the risk of chargebacks.
To configure it:
Go to Avantio Payments settings.
Click Edit.
Open PSD2 → Payment security (PSD2).
In Payment processing mode in Channel Manager, choose:
Without double authentication
Advantage: higher conversion rate.
The guest performs no additional verifications.
Recommended when speed and simplicity are the priority.
With double authentication (SCA – Strong Customer Authentication)
Advantage: maximum transaction security.
Requires two-factor validation.
Recommended for regulatory compliance and fraud protection.
Step 2. Payment automations
Step 2. Payment automations
In the same settings area, open Automations.
Toggle automations on/off.
In Automated operations, choose where to apply them: Charges, Refunds, Deposits.
In Issuance and notification time, set the exact hour the corresponding notification will be sent for each automated operation.
Define whether manually created bookings should be included:
Check Manual bookings are not automated to exclude them.
Uncheck it to include them.
Step 3. Automatic booking status change
Step 3. Automatic booking status change
Open Automatic booking status changes.
In If payment fails, choose one of the following:
Mark booking as failed
If the charge attempt is unsuccessful, the system automatically notifies the customer.
After all configured retries are exhausted, and if Mark booking as failed is enabled, your agency will receive a notification.
From the booking record, you can contact the guest, record the charge manually, or cancel the booking.
Cancel the booking
The customer is automatically notified that their booking has been canceled due to incomplete payment.
Keep in mind: cancellation is not automatically reflected in all portals. Check synchronization and compatibility for each connected channel. In some cases, you must cancel manually in the portal extranet (e.g., Booking.com, Airbnb, or Expedia).
You can also configure automatic state changes:
From Pre-booking to Confirmed when the first payment is made.
To Paid once the total amount has been successfully charged.
Step 4. Guest alerts
Step 4. Guest alerts
Go to Guest alerts. Here you’ll find the different notification types Avantio Payments sends automatically to keep the guest informed at each key stage of the payment process. These notifications increase transparency and strengthen security and trust.
Automatic guest notifications during the payment process
Upcoming charge notice: before the charge, the system notifies the guest of the amount and scheduled date. You can define how many days in advance to send it.
Authorization request (PSD2): to comply with PSD2, the guest is asked to confirm a future payment via strong authentication. This ensures the transaction is secure and validated by the cardholder.
Payment confirmation: once the payment is completed, the guest receives an automatic confirmation.
Failed payment and retries: if a payment cannot be completed (e.g., insufficient funds or expired card), the system informs the guest. You can also configure automatic retries to recover the charge without manual intervention.
Up to three automatic retries can be scheduled within 72 hours of the first failed attempt.
Each retry can use the same card or a different one, according to the guest’s preference.
In total, the guest has up to four opportunities to complete the payment (one initial attempt plus three retries).
For every retry, the system sends an automatic email with the charge status and instructions to update the payment method if needed.
Step 5. Deposit alerts
Step 5. Deposit alerts
Avantio Payments keeps the guest informed at all times about the status of the deposit linked to their booking, reinforcing transparency and trust.
Deposit held or charged: the guest is notified that the deposit has been held or charged, according to your deposit extra configuration.
Deposit refund: when the refund process is completed, the guest receives an automatic confirmation.
Automatic notifications in Avantio Payments ensure that every charge, retry, or refund is communicated clearly and on time.
Your guests always know the status of their bookings—reinforcing trust and transparency throughout the process.
Frequently Asked Questions
For manual bookings, what’s the delay between the charge notice and the actual charge? Can these times be changed?
For manual bookings, what’s the delay between the charge notice and the actual charge? Can these times be changed?
For manual bookings with automated charges, the charge notice is sent 30 minutes after saving the booking, and the charge is made 60 minutes later, requesting authorization when applicable. You can shorten these times by configuring Avantio Payments so that manual bookings are not automated. In that case, the PM must click Request card and charge after saving the booking. This action immediately sends the authorization request email and processes the charge at the same time. Note that additional charges are not executed automatically, although the PM can switch their status from Manual to Automatic if desired.
What happens if the guest doesn’t complete SCA during the payment process?
What happens if the guest doesn’t complete SCA during the payment process?
If the guest does not complete strong customer authentication, the charge is considered failed. The system automatically notifies the customer and can schedule up to three retries within 72 hours of the first attempt. For each retry, the guest receives an email with the charge status and instructions to update the payment method if necessary.