Vacation rental payment processing
Bring the booking.
Map the payment.
Use this worksheet to prepare questions and compare written provider terms. Keep it with your internal planning notes; do not write guest details, card data, passwords or bank-account information here.
Who collects each payment?
Direct booking
Who charges the guest? Which account receives funds? Who handles refunds and disputes?
Platform / marketplace booking
Does the platform collect payment or send the guest to your checkout? Which fees and payout terms apply?
Note the product and payment workflow, without login details. A provider listing alone does not confirm compatibility.
Separate three different amounts.
Booking deposit & remaining balance
What portion of the stay is charged at booking, when is the balance due, and what cancellation terms apply?
Damage deposit / authorization
Is it a captured refundable charge, a temporary authorization, or another arrangement? Confirm release/refund and authorization-expiry rules.
Check the records behind the booking.
- Signed or accepted rental agreement and cancellation/refund terms, with the version and acceptance record.
- Receipts that connect each charge, balance payment and refund to a booking.
- Evidence of the stay or service and documented guest communications, held in the appropriate secure system.
- Written terms for any later balance or damage charge; confirm the supported consent and payment process.
Bring the same scenario to each provider
Ask for the terms in writing.
Compare the same booking volume, average payment, refund activity and collection workflow. An estimate is useful only when you know what it includes.
| Question / evidence to request | Provider A | Provider B |
|---|---|---|
| Provider / quote dateUse business or product names only. | ||
| Software and payment workflowPMS / booking engine, gateway, channels, implementation owner and test process. | ||
| Itemized processing quotePercentage and per-payment fees; gateway, monthly, refund, dispute, cross-border and other charges; minimums. | ||
| Funding scheduleCutoffs, settlement versus bank availability, weekends, holidays, review holds and change conditions. | ||
| Reserve / other withholdingBasis, amount or rate, release terms, reassessment and treatment at closure. Separate from fees. | ||
| Booking and damage depositsSupported collection, later charges, authorization expiry, cancellation, refunds and guest disclosures. | ||
| Refund and dispute workflowWho responds, deadlines, records, funding source and what happens after a platform cancellation. | ||
| Booking-level reconciliationReports connecting payments, fees, refunds, disputes, reserves and payouts; supported exports. |
Availability and terms require individual review. This worksheet does not confirm provider compatibility, approval, a payout date or any specific NUMUS service.
Give the handoffs an owner.
Use a role, such as operations or finance.
Confirm ownership across provider, platform and operator.