Payments & Reports

The payment page for that booking. Reach it from the calendar's hover card — View Payment or Add Payment — or by clicking through from the booking.

It gives you the whole financial picture in one place:

• Guest information — name, contact, ID number, and a WhatsApp icon next to their number for one-tap contact
• Reservation information — room, dates, nights, status
• A per-room breakdown — subtotal, taxes and total, with a green Tax Included chip on any tax already inside the price
• A payment summary — total, paid, pending, and the payment status
• Every transaction — date, type, amount, method and state

For a group booking each room is listed separately, so you can see which part of a party has paid.

Use Add Payment on the booking, enter the amount, choose the method and save. The booking's payment status updates immediately.

Methods you can record include Cash, Card, Card (Tilopay), Payment link, Transfer and OTA Commission.

Record payments as they happen rather than at the end of the day. The whole system — your payment status, your reports, your outstanding balances — is only as accurate as the last thing somebody typed in.

Partial payments are normal and expected. A deposit now and the balance on arrival gives you two transactions and a Partial status in between.

Card on file is the one worth understanding. It means the guest's card was vaulted at booking under your cancellation policy but no money has moved. The booking is not paid — you are holding the means to charge it if the guest cancels late or does not arrive.

Overpaid usually means a guest shortened their stay after paying. Check it and either refund the difference or agree to carry it.

Use the Charge action on the payment summary. It confirms first — "Charge the card on file?" — and explains what it does: the amount is charged immediately, and it bypasses the free-cancellation window. The card was vaulted when the guest booked.

That warning matters. If your policy says free cancellation until 48 hours before arrival, charging early takes money the guest could still have got back. Legitimate reasons to do it:

• The guest asked to pay now
• They have already arrived and you are settling the folio
• They cancelled late and your policy entitles you to the charge

Not a good reason: wanting the cash sooner. That is the sort of thing that becomes a chargeback and a bad review.

Once it goes through you get confirmation and the transaction appears on the folio like any other.

Two routes, depending on what you are refunding.

Refunding a payment you took — open that transaction and refund it. You can refund the whole amount or part of it, up to what was originally paid, and you give a reason: Customer Request, Duplicate Payment, Booking Cancellation, Payment Error or Other.

Refunding something with no matching payment — use Create Refund to record a standalone one. For the awkward cases: money taken outside Amiqa, a goodwill payment, a correction to something recorded wrongly.

Either way the refund appears on the folio and the payment status updates.

Use the row's menu — Edit Transaction to correct the details, or Delete Transaction to remove it entirely.

Edit for a typo: right payment, wrong amount or method. Delete only for a payment that never happened — a duplicate entry, or one recorded against the wrong booking.

If the money genuinely moved and is going back to the guest, refund it rather than deleting it. Deleting makes it look like it never happened, which is not what your records should say.

Yes. Cancelled bookings keep their full payment history and you can open them normally.

That is exactly what you need when a cancellation involves money. You can see what was taken, what your policy entitles you to keep, and refund the difference — without hunting through records for a booking that has disappeared.

The same is true for a group booking where one room was cancelled: the folio still accounts for all of it.

The Payments view in your reservations list. Three totals across the top:

• Collected — money in, with the number of transactions
• To collect — money still owed, with the number of reservations
• Overdue — balances past their point, with the number of guests

Then period buttons — Today, Week, Month, Year — a No tax / With tax toggle so you can look at net or gross, date pickers, and filters for booking status, payment status, channel and method.

Below that, every transaction with its status, guest, reference, channel, dates, method, payment status and net amount. It exports to CSV or Excel like the bookings list.

The useful part: each row has Send payment reminder. Rather than writing to a guest yourself, you send it from here and get a confirmation.

For your accountant, filter to the month and export. Excel is usually the easier format for them to work with; CSV if they are importing it into something. Either way the money is exported as readable decimals, not cents.

Property-wide payment analytics. It opens with three cards:

• Total Collected, with how many payments
• Total Pending, with how many bookings
• Total Refunded

Then a Collection Rate card showing what percentage of what you are owed you have actually collected, broken into Fully Paid, Partially Paid and Unpaid counts.

Below that, Bookings with Pending Payments — guest, check-in, check-out, payment status, total, paid and balance. When everything is settled it tells you so: "No pending payments. All bookings are fully paid!"

Your collection rate is a genuinely useful number to watch month to month. A rate that drifts down means deposits are not being taken or balances are not being chased — both fixable, and both quietly expensive.

OTA bookings show the OTA's own tax breakdown — subtotal, tax and total per room — with a green Tax Included chip on any tax that was already inside the price the guest paid.

That chip is the important signal. A line marked included was part of the guest's total; a line without it was added on top. Knowing which is which is what makes the numbers reconcile when you check a payout against your records.

Your own property taxes are not applied on top of OTA bookings, because the OTA already calculated them. That is why an OTA booking and a direct booking for the same room can show slightly different tax lines.

Five minutes, in this order.

1. Today's arrivals — did everyone who checked in pay what they owed? Run down the calendar and read the payment pills.
2. Today's transactions in the Payments view — does the Collected total match what is actually in your till and your card terminal?
3. The Overdue number — anything new that needs chasing.
4. Tomorrow's arrivals — anyone arriving with a balance is easier to handle if you know before they are standing in front of you.

Do it daily and month-end becomes checking, not reconstructing.