Who collects the payment? Payment handling per channel
Updated on 2026-07-20
Not every channel handles payment the same way. On Booking.com or Vipio the guest often pays the channel itself; on Google Hotel ("Payment Collect: Property") the guest books through Google but you have to collect the money. BedFlow needs to know the difference — otherwise a guest who already paid gets another payment link (double-payment risk), or worse: a guest can book without ever paying.
That's why you configure per channel who collects the payment, on Connections. Open the channel and you'll find two toggles:
The two toggles
| Toggle | What it does | |---|---| | Channel collects payment | The guest already paid the channel (OTA-collect). BedFlow hides the payment status and pay link on the guest portal and never sends payment requests or reminders. | | Online prepayment required | You collect yourself and want the money online before arrival. The booking arrives as "pending" and follows exactly the same payment flow as a direct booking. |
The second toggle is ignored while the first one is on — a guest who already paid the channel must never receive a second payment request.
The three regimes at a glance
| Regime | Setting | What happens | |---|---|---| | Channel collects (e.g. Vipio, Natuurhuisje, Booking.com with Payments by Booking.com) | "Channel collects payment" on | Booking arrives confirmed. No payment status, no link, no reminders. On-site extras (folio, honesty bar) remain payable as usual. | | You collect, online upfront (e.g. Google Hotel with "Payment Collect: Property") | "Online prepayment required" on | Booking arrives as "pending". The guest immediately receives the confirmation email with pay link, the payment reminder before the deadline, and the booking expires automatically when it isn't paid within the payment window. After payment the booking flips to confirmed by itself. | | You collect, on site (e.g. Booking.com where the guest pays on arrival) | both off | Booking arrives confirmed. You settle yourself — on arrival, via the folio, or with a manual pay link whenever you want. |
When do you enable "Online prepayment required"?
Do: for channels that don't handle payment themselves and where you want the same as for your direct bookings — pay first, then the room is yours. The textbook example is Google Hotel + Vacation Rentals with "Payment Collect: Property": Google sends you the guest, but collecting is entirely up to you.
Don't: for channels where the guest is allowed to pay on arrival under the channel's terms (e.g. Booking.com without Payments by Booking.com). Those guests don't expect an online payment request, and the automatic cancellation would wipe out legitimate bookings.
⚠️ The prepay flow uses your existing direct-payment settings: Settings → Booking Widget → "Require direct payment" must be on, and the payment window follows "Hours to pay" (default 96 hours). The payment reminder also comes from your regular email automations (trigger "hours before payment deadline").
Frequently asked questions
The guest paid the channel, but I still see an outstanding balance on the invoice. That's correct: the OTA pays you out later (minus commission). The balance disappears once you register the payout — meanwhile the guest never sees a payment request.
What happens when a prepay guest doesn't pay? Same as for a direct booking: a reminder before the deadline, then BedFlow cancels the booking automatically, the dates become available again and the guest receives an email about it.
Can I configure one channel differently per property? Yes — both toggles are per property and per channel. Booking.com can be channel-collected at property A and collected by you at property B.
Need help?
Not sure which regime fits a channel? Mail support@bedflow.eu — we'll look at your channel contract with you and set the toggles right.