PAYMENTS
Lose the friction, welcome the flow.
PAYMENTS
Payments shouldn’t feel like a speed bump in your guest experience—or your daily operations.
With RoomRaccoon’s integrated payments, you can say goodbye to manual processing, awkward checkout moments, and chasing folios.
From bookings to check-out, deposits to upsells—every transaction just flows. Effortless for you, frictionless for your guests.
Now that’s the way payments should be.
Fully PCI-DSS compliant
Trusted payment methods
Transparent fees to keep you in control
Start accepting payments within 24 hours!
No complex integrations just follow our easy self-onboarding steps, and you’re ready to start taking payments in no time.
Take a tour
HOTEL PAYMENTS LANDSCAPE
Hoteliers
5 Employees
7 Hours/Week
Say reconciliation and admin hold back their business ambition.
Guests
Nearly half prefer to pay at check-in.
The average number of staff handling reconciliation tasks.
Time spent on reconciliation per hotel.
Experienced fraud attempts in the past year.
4 in 10
Wouldn’t book if asked to share credit card details over the phone.
Expect free cancellation up to 24 hours before check-in.
Emphasize the importance of a smooth booking journey.
Where payments flow, guest experiences glow
Here’s the thing—payments aren’t just happening behind the scenes. If there’s a hiccup, guests notice right away. And in hospitality, payments get even trickier because where you book, where you stay, and when you actually use the service don’t always line up. Plus, guests often consume what they’ve paid for over multiple days.
That’s why a smooth, seamless payment experience is non-negotiable.
Today’s guests expect: Integrated payments: Syncs all services accommodation, meals, activities, upgrades into one account for a seamless experience.
Prepayments: Pay upfront and enjoy the stay without worrying about bills later.
Fast, flexible check-in and check-outs: Online, front desk, or mobile convenience matters.
Transparency: No hidden fees, so guests feel confident in what they’re paying.
Payment options: Credit cards, mobile wallets, or local methods flexibility for everyone.
Guest experience
A hotel with integrated payments
Offers quick check-ins and check-outs with automatic payment processing.
A hotel without integrated payments
Operational efficiency
Automates data transfer, reducing manual entry and errors.
Check-in and check-out may be delayed due to manual payment processing, causing dissatisfaction. Requires manual input of payment details, raising error risk and consuming more time.
Revenue management
Sell beyond rooms think F&B, spa treatments, local experiences, transportation, and more.
Limited to room sales due to no easy way to charge everything to the room and settle it all at once.
Reconciliation process
Simplifies centralized data reconciliation, cutting time by up to 90%.
Complicates reconciliation with data spread across platforms, increasing labor costs and potential inaccuracies.
Data security
Improves security by centralizing payment data, reducing data breach risks.
Increases vulnerability to data breaches from manual payment information handling across platforms.
Payment methods & channels
Facilitates payments throughout the guest journey booking, prearrival, check-in, and during the stay with flexible options like online payments, virtual wallets, and various methods.
Limits payments to traditional methods at check-in or check-out, which may be inconvenient for guests due to more touchpoints and fewer options
The hidden cost of a 1% error rate
Imagine your hotel processes 30 transactions a day. A 1% error rate might sound small, but that’s 9 errors over a month, and in a year, it adds up to 108 costly mistakes.
If each error costs $100 on average whether from chargebacks, refunds, or missed payments—that’s a staggering $10,800 in annual losses.
The good news? These losses are completely avoidable with an integrated hotel payment system that automates transactions and minimizes human error, saving both time and money.
ONLINE PAYMENTS
You can accept online payments directly on your website through RoomRaccoon’s integrated booking engine, allowing for commission-free bookings 24/7.
Flexible and secure, just the way your guests prefer it.
Protect your business and your guests with 3D Secure authentication.
Offer globally trusted payment methods to cater to all your guests.
Customize prepayment percentages for each rate plan.
No prepayment? Secure bookings with a credit card guarantee and pre-authorization.
Safeguard sensitive payment information through tokenization.
PAYMENT LINKS
Payment links are a simple, secure, and convenient way to request and collect payments from your guests.
When your guest clicks the link, they will be directed to a secure page to complete their payment.
How to use payment links
You can send the payment link directly from the guest reservation, include it in your automated emails, or simply copy and paste it into any other channel you use to communicate with your guests.
Scheduled pre-payment request: Automatically collect prepayments a set number of days before arrival no follow-ups needed.
Outstanding payment request: Quickly settle balances before or after check-out.
Online check-in request: Streamline the check-in process by allowing guests to settle payments before arrival.
Online check-out request: Offer a convenient, contactless way for guests to pay their final bill and check out.
Request for Proposal (RFP): Share personalized booking proposals for group or individual bookings with an expiring payment link.
Why prepayments are a smart move
Streamlined guest experience
Prepayments let guests skip the front desk at checkin/out, offering the seamless, frictionless process modern travelers expect.
Improved cash flow
Collecting payments upfront helps cover expenses and provides a predictable revenue stream.
Simpler operations
Hotels can focus on enhancing the guest experience instead of handling last-minute payments.
Accurate forecasting
Prepaid bookings give hotels clear insights into their revenue, making it easier to plan and allocate resources.
Competitive edge
In a crowded market, offering prepayment options with flexible terms can attract more bookings and build guest loyalty.
Guest transparency
Today’s travelers value upfront clarity and don’t mind paying ahead if it guarantees a hassle-free, tailored experience.
RACCOONCARDMACHINE UPGRADE
Take it offline with the RaccoonCardMachine—your new favorite front desk companion. With one click, initiate in-person payments and let guests tap, insert, or swipe for a seamless, error-free experience.
Benefits of integrated front desk payments
Make in-person payments faster and smoother
Serve guests faster and say goodbye to miskeying errors with automated payments.
Eliminate the hassle of managing payouts from multiple payment providers.
Simplify reconciliation with centralized payment data and comprehensive reporting.
With a durable yet, sleek design, the portable card machine is perfect for any front desk counter.
This card reader has the highest security standards and is PCI-compliant, offering real-time updated, customizable logos, and a large touchscreen for ease of use.
KEY FEATURES
Wifi and bluetooth enabled
Built-in printer
Tap & Go
Contactless, e-wallet reader
5.5" Color touchscreen display
Charging base powered
Future ready Guest experience
Plug and play terminal installation
Fully integrated with RoomRaccoon
Real-time remote updates
Flexible rates
Pre-authorization enabled
Pre-loaded with local payment methods
Accept credit, debit, gift cards and e-wallets (e-wallets can we activated upon request and gift cards must be Visa or MasterCard enabled)
Dynamic currency conversion
VIRTUAL WALLET
The Virtual Wallet is a handy feature that stores guest payments as a deposit or credit in the Booker Profile for future reservations, instay extras, refunds or even events. You can use it anytime, anywhere, for all sorts of payments!
Reimagining guest (pre)payments
Weddings
Managing large prepayments from wedding couples can be challenging, especially when the funds aren’t immediately tied to a reservation or exceed the booking total. With the virtual wallet, you can securely collect and record these payments, ensuring they are safely stored and ready for allocation when needed.
Corporate agreements
Corporate business is highly lucrative, and managing deposits from corporate bookers has never been easier. With the virtual wallet, you can access credit for bookings year-round, seamlessly track remaining credit for each corporate guest within a company, and link it directly to individual reservations.
Refunds on cancellations
Managing cancellations and refunds can be an admin hassle. With the virtual wallet, you can simplify the process by offering guests the option to store their prepayment as credit for a future stay.
VIRTUAL CREDIT CARD (VCC) MANAGEMENT
Track the real-time status of imported VCCs from your sales channels all from a single overview.
No more switching between platforms
Easily manage OTA payments with RoomRaccoon’s integrated channel manager, ensuring all payment details are centralized and accessible, giving you complete control and visibility over your OTA payouts.
Your VCC overview includes:
Enable auto-charge so you’ll never miss an activation deadline.
View expiration dates to charge right on time.
Check source channels to see where the VCC came from.
Monitor VCC status to know if it’s Active, Charged, or Pending at a glance.
CHARGEBACKS AND DISPUTES DASHBOARD
Monitor, manage, and dispute chargebacks effortlessly with your Chargeback and Disputes dashboard.
Step 1. Chargeback notification
Keep an eye out for a chargeback alert in your Inbox. Click the notification to access your Chargeback and Disputes dashboard.
Step 2. Document submission
Compile supporting documents, including cancellation policies, guest communications, reservation details, and any other relevant information. Combine them into a single file and submit them.
Step 3. Status tracking
Keep track of your dispute status to check for successfully defended chargebacks.
Don’t let chargebacks steal your thunder
The quicker you dispute a chargeback, the faster you can recover your funds. That’s why having the right tools and processes is a game-changer for hoteliers. Stay on top of chargebacks, respond efficiently, and keep your revenue where it belongs with you! 3 easy steps to dispute a chargeback with RoomRaccoon
POS
Streamline in-hotel spending by linking your restaurant, spa, gift shop, and other facilities directly to RoomRaccoon. With seamless POS integration, every order is automatically synced to the guest’s reservation, making billing easier for everyone.
One system for everything – Link your POS orders to guest folios for a hassle-free experience.
Smooth check-outs – Guests can charge meals, spa treatments, or purchases to their room and settle everything in one go.
Faster reconciliation – No more manual tracking—payments sync instantly with your PMS.
Detailed breakdown – Track revenue by department (F&B, spa, retail) to identify top-performing services.
Explore integrations
DIARY OF A HOTELIER
“It will cost you a lot of time and money if you don’t think about how you manage payments.”
In entry 11 of The Diary of a Hotelier, Nadja shares five things she wished she had known about payments when she started running her hotel. Watch the video and subscribe to the series for more insights!
SECURITY FEATURES
Guests want their stay to be seamless, safe, and stress-free
Compliance is in our stripes
We’ve got your back when it comes to security. We keep hoteliers and their guests protected with airtight compliance, PCI-approved standards, and smart security features like 3D Secure and tokenization.
Guests' personal details are safeguarded from the moment they book to the time they check out. Tokenization replaces guests' confidential data with non-sensitive information.
With 3D Secure, online payments are protected with an extra layer of authentication, ensuring transactions are verified by the cardholder. This adds peace of mind for both guests and hoteliers, reducing the risk of fraud.
Prepayments are a verification step, ensuring genuine bookings and guest commitment. This reduces no-shows and enables better cash flow to run operations with more confidence.
Secure bookings by requiring a card on file or a zero-balance pre-authorization for damages and fees.
Set user permissions to control access to specific actions within the system, such as initiating refunds or adjusting rates.
PAYMENTS GLOSSARYGLOSSARY
Have you tried using the Payments Glossary? It’s got everything you need!
Hey Rocco, all these payment terms are making me hungry. Does it have snacks?
No, but it defines “chargeback,” which is what I’m about to do if you steal my lunch again!
ONBOARDING
Simplify the switch with Self Onboarding
We know that switching payment providers can feel overwhelming. Payments are deeply connected to your business operations, and extended downtime is not an option. That’s why we’ve designed a simple Self-Onboarding process within the Payments module to guide you every step of the way.
Each step Submit, Verify, and Activate comes with clear guidelines and detailed instructions. The best part? You’re completely in control of the timeline, so you can move at your own pace.
3 steps. 24 hours. Open for bookings.
Step 1
Submit all required information and supporting documents for validation. Ensure the details are accurate and complete to avoid delays.
Step 2
Monitor the validation process, with status updates typically available within 24 hours. Correct any flagged information promptly and resubmit to stay on track.
Step 3
After successful validation, choose your preferred payment method and start taking payments hassle-free.
SUCCESS STORY: BREWHALLA CRASH PAD
Brewhalla Crash Pad is a boutique hotel that brings the craft beer experience to life with uniquely themed studios and multi-room suites, each inspired by a different Drekker beer from their brewery. By using RoomRaccoon Payments, Brewhalla simplifies transactions and improves the guest experience.
Location: Fargo, North Dakota
Rooms: 40
Read the success story
How integrated payments elevate Brewhalla's operations
Faster, smoother check-ins
50% of guests check-in online and complete payment before arrival, reducing front desk admin and ensuring a smoother arrival experience.
More revenue opportunities
Guests can purchase Drekker beer, merchandise, truffles, and parking at multiple online channels, including online check-in and through their integrated website booking engine.
Convenient in-person payments
At the front desk, guests can quickly settle any outstanding payments using the RaccoonCardMachine, ensuring seamless, error-free transactions.
Simplified OTA payouts
Brewhalla manages payouts from OTAs like Booking.com and Expedia through the VCC overview, keeping finances organized without manual tracking.
Automated payouts, every week
Brewhalla enjoys a consistent weekly payout from all guest transactions ensuring predictable cash flow without manual reconciliation.
FAQs
1. How often can I expect payouts?
Weekly payouts are on Wednesdays for transactions processed between the previous Monday and Sunday.
2. How quickly can I start accepting payments?
Once your onboarding is complete and all required information is correctly submitted, you can start accepting payments within 4 to 24 hours.
3. What are the payment functionalities I can use to take payments?
Prepayment in the booking engine 1. Require credit card as a guarantee for non-prepaid rates in the booking engine 2. Card pre-authorization 3. Payment request link 4. Online check-in & check-out payment 5. Cardholder-not-present charge 6. Card machine in-person payments 7. Virtual Credit Cards auto-charge 8.
4. Why is choosing payment channels with 3D Secure Authentication the most advised?
The payment channels that require the cardholder to initiate and conclude the transaction are the ones that require cardholders to authenticate their payments. This reduces the risk of fraudulent transactions, consequent chargebacks, and fees associated with risk assessment. Although you can also charge stored cards when the cardholder is absent, this should only be the go-to choice in situations of no-shows and cancellations.
5. Is it safe to store card details?
Yes. Card details are securely stored by encrypting sensitive details and replacing them with a non-sensitive token (tokenization). This makes your transactions safer from fraud and data breaches and reduces financial losses due to fraud, the risk of unauthorized access to financial information, and the chance of errors or declines due to outdated or insecure payment details.
6. How can I initiate refunds?
To initiate a refund: From the reservation: Open the reservation, select the payment to refund, enter the amount, and confirm.
1. From the Payments module: Find the transaction, enter the refund amount, and confirm.
2. For card machine payments: Follow the same process via the Payments module, but ensure the card machine is on and connected to WiFi.
7. How do I order a card terminal?
Are you ready to integrate your front desk payments? We offer flexible options to either use one of your subscription upgrade slots for the RaccoonCardMachine or to order it for a monthly fee.
About RoomRaccoon
RoomRaccoon is the HMS that makes you more.
Our all-in-one platform includes a powerful property management system, a high-converting booking engine, a dynamic channel manager, and seamless integrated payments—all designed to streamline operations and maximize profitability. More control, more automation, more success.
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