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'Automatically Mark OTA-Handled Payments as Received' setting

This guide describes how to configure the "Automatically mark OTA-handled payments as received" setting in Hotel Link, so you can reduce manual work and keep your payment records accurate without extra effort.

Why do you need this setting?

When a booking comes in from an OTA that collects the payment on your behalf, Hotel Link does not automatically know that the payment has been received, staff must mark it manually. For hotels with a high volume of OTA bookings, this quickly becomes time-consuming and increases the risk of human error.

With this setting, there some advantages as following:

  • Save time: No more manually updating the payment status for every OTA booking where the OTA collects the payment.

  • Reduce errors: Payments are marked as received automatically, so nothing slips through the cracks during busy periods.
  • Stay in control: You can choose which OTAs this setting applies to and which ones are still handled manually.

How it works

When this setting is enabled, Hotel Link will automatically update the payment status to Received for any booking where:

  • The booking comes from a selected OTA.

  • The OTA collects the payment.

  • No card information is provided with the booking.

Note: This setting does not affect bookings where a card has been provided.

Step-by-step guide

To configure this setting, please do as following:

  1. Navigate to Booking Engine > Setup > Settings.

  2. Scroll down to Accounting section.

  3. In 'Automatically mark OTA-handled payments as received' option, there are 2 options:

    • Yes: When enabled, a list of OTAs that are both active for the property and have payment instructions is displayed for you to select. All OTAs are checked by default. You can uncheck any OTA you want to handle manually. The setting will only apply to the OTAs you have selected.

    • No (default): Keep the current behaviour. Payment status will continue to follow the existing rules and must be updated manually as normal. 

  4. Click 'Save' to apply the configuration. The setting will take effect for all new bookings from the selected OTAs.