The Virtual Cards section works in the same way as the Payments section. The only exception is that charges are processed on the day the card is activated in the reservation.
On the day of the booking, the details will be found in the Payments section where the card has been authorized and tokenized.
Then, on the day the card is activated, you will find the details in the Virtual Card section. Charges are done automatically at 06:00 UTC on that date as long as the effective date has been provided. Any charge for the same day will be done the next morning.
You also have the ability to select the booking to make the charge manually. This is useful for same day charges and you don't want to wait until the following day or the Automatic charge has not processed for some reason.
Manual Virtual Card charges
There is the possibility to manually enter credit cards in the Payment studio to charge. This can be useful for cards issued in the past, the charge has not gone through the automatic process or the hotel has a terminal that doesn't accept "Card not present" processing.
When in the Virtual Card section you can click on the 3 dots on the right to open the screen
The following screen will then open
You then have two possibilities
- You can request the card details from our Vault
- Enter the reservation ID, the guest name and arrival and departure date.
- Then you press the shield which becomes visible and you can do the charge.
- You can also enter the details by hand
- Enter the reservation ID, the guest name and arrival and departure date (the arrival date must be in the future).
- Then fill in the fields under "virtual card"
- The Effective date must be today and the Expiration date must be in the future
Note: the reservation ID is the channel manager Booking #
Booking.com Smart Flex / Risk-free reservations
Automatic card charging is not possible for cards issued on "Smart Flex / Risk-free” bookings from Booking.com because the balance of the cards remains "0". If the guest arrives then they pay the hotel directly. If they cancel after the cancellation policy or are a no-show then you can charge the virtual card manually.
Manually updating the Amount
There are occasions where we have not received the charge amount from the booking site but the card details are present. In this scenario you will see a 0.00 value in the Amount column or you can search for 0 Amounts
Follow the instructions to enter the amount and then save. The Charge process will be the same as above or can be manually charged if it has missed the automatic charge.
The card holders issuing bank may require additional authentication and therefore charging a card this way could be declined. This payment request will therefore show as an error
If this is the case then you cannot charge the credit card this way and will need to send the guest a payment link if you have the functionality enabled.