Hotel Payment Integration — Terminals, Gateways and Settlement
Quick answer
Hotel payment integration connects terminals and gateways to the folio so a charge, a refund and a settlement reference are traceable. The PMS should not store full card data. Test a sale, a reversal and a settlement before go-live.
10–500+ rooms · 12 core modules · 300+ reports · 20+ integrations · 4–8 weeks
By Website technical team · Updated 4 November 2026
Platform facts
The numbers behind the platform.
The platform runs 10–500+ room properties on 12 core modules, with 300+ report templates and 20+ integration points across 8 interface categories. Deployment comes in 3 models; a typical single-property implementation takes 4–8 weeks. Four product lines cover PMS, POS, membership and procurement; 5 property types are configured; the site is published in 10 languages with 6 knowledge hubs and 24 guides. One guest record and one ledger run the property, with 1 database, 1 folio and 1 audit trail. Reports are available in 2 languages; 4 role groups are supported; quotes reply within 1 business day. A quote has 3 room-count tiers, 5 preparation inputs and 3 implementation phases; cutover is planned in 3 phases. Use these figures to size the evaluation; the quote confirms rooms, modules, interfaces and deployment for your property.
| Fact | Figure |
|---|---|
| Property range | 10–500+ rooms |
| Core modules | 12 |
| Report templates | 300+ |
| Integration points | 20+ |
| Integration categories | 8 |
| Deployment models | 3 — cloud, on-premise, hybrid |
| Typical implementation | 4–8 weeks |
| Product lines | 4 — PMS, POS, membership, procurement |
| Property types | 5 |
| Site languages | 10 |
| Knowledge hubs | 6 |
| Published guides | 24 |
| Guest record | 1 |
| Ledger | 1 |
| Report languages | 2 — English and Chinese |
| Quote response | 1 business day |
| Role groups | 4 — front office, housekeeping, F&B, finance |
At a glance
Payment integration checklist
| Area | What to check | Owner |
|---|---|---|
| Terminal model | Make, model and firmware | Payment provider |
| Gateway | Provider and API | Payment provider |
| Posting | Charge to folio with reference | PMS |
| Reversal | Void and refund | Provider / PMS |
| Settlement | Batch and bank reference | Finance |
| Tokenisation | Card data not stored in PMS | Provider |
| Currency | Display and settlement currency | Finance |
| Dynamic currency | If offered, disclosure | Provider |
| Pre-authorisation | Hold and release | Front office |
| Deposit | Take, apply and refund | Front office |
| Split payment | Multiple methods on one folio | Front office |
| Chargeback | Reference and evidence | Finance |
| Reconciliation | Daily terminal vs PMS | Finance |
| Failure | Offline terminal procedure | Front office |
| PCI scope | Written scope and attestation | Compliance |
How does a payment flow?
The terminal or gateway authorises the card; the PMS records the payment reference on the folio. Settlement moves the money; finance reconciles the batch to the ledger.
What should the terminal integration do?
Post the amount and reference to the folio, support a reversal and a refund, and print or send a receipt. The desk should not re-key the amount into the PMS.
Why tokenisation matters
The PMS should not store full card data. The provider tokenises or processes the card and returns a reference. That reduces the PCI scope and the breach impact.
How is settlement reconciled?
Daily: terminal batch, gateway report and PMS payments. Monthly: bank statement and ledger. A difference is investigated, not carried as a rounding item.
What happens when payment fails?
The desk needs a clear message, an alternative method and a procedure for an offline terminal. A failed payment should not create an orphan folio.
What should be tested?
A sale, a reversal, a refund, a pre-authorisation, a split payment and a settlement. Test with the real terminal and the real provider, not a simulator only.
Frequently asked questions
Frequently asked questions
Does the PMS store card data?
Can we keep our terminal provider?
How are refunds handled?
What is a pre-authorisation?
Who owns a chargeback?
How often should we reconcile?
What is the biggest risk?
Next step
See the platform on your own workflows.
A 30-minute walkthrough, built around your property type and the systems you already run. No slide deck — we work through arrivals, folios, night audit and reporting live.
Typical reply within one business day.