Manual payment handling is still part of daily life in many hotels, but that doesn’t mean it has to stay that way. In this blog, we’ll explore how automating even a few of your payment processes can save time and give your team more room to focus on what really matters: your guests.

The Hidden Cost of Manual Payment Tasks

Copy-Pasting VCCs

For many hotels, handling payments still involves a surprising amount of manual work. A common example? Copying and pasting virtual credit card (VCC) details from OTA extranets into payment terminals or PMS systems. But just because something works doesn’t mean it’s efficient.

Manually processing VCCs may seem harmless, but it often leads to small frustrations and delays. Front desk colleagues have to switch between systems and deal with expiry dates. This can all lead to errors and even missing the charging window of the VCCs. Besides, it’s a task that takes up valuable staff time.

When Small Tasks Add Up

Manually handling payments may feel manageable right now, but in the long run it can cause friction.

• The front desk team is processing VCCs while the phone keeps ringing.
• A mistyped card number that leads to a failed transaction.
• A delay in charging a guest’s card that pushes cash flow into next week.

Manual processes often create more problems than they solve and leave hotel operations more vulnerable during peak periods.

Compliance Without the Complexity

When payment data is handled manually, there’s always a risk of falling short on compliance. Processes like writing down credit card numbers, emailing payment details, or storing VCCs incorrectly can put hotels at risk.

Automating the payment flow helps remove that uncertainty. Payment transactions are processed securely in the background, without staff needing to manually touch or store sensitive data. Compliance becomes a built-in part of this automated process. And, it is not only safer, but also simpler.

What Payment Automation Looks Like

One Flow, No Copy-Paste

Imagine this: A guest books through Booking.com. The reservation lands in your PMS, the VCC is automatically charged at the right time, and the payment status is synced. This all happens without anyone at reception needing to copy, paste, or cross-check details.

That’s what a fully connected payment flow could look like. And the best part? This kind of automation can be layered onto the tools you already use. There's no need to change your PMS setup or channel management system. It’s about connecting the tools you have, instead of changing your current tech stack.

Automated Payment Links and PIN Transactions

While OTA payments are often the most time-consuming, they’re not the only ones you can streamline. For example, payment links and PIN terminal integrations.

Payment links offer an easy way to charge guests securely for add-ons or extras: think breakfast, parking, or room upgrades. Instead of calling or emailing back and forth to collect card details, your team can simply send a link. The guest pays easily on a secure and branded payment page.

PIN transactions, like debit card payments at check-in or check-out, can also be connected to the same automated flow. That means payments done on-site are recorded and reconciled automatically, with no need to re-enter details into the PMS or payment terminal.

When these parts of the process are automated alongside VCC charging, you reduce friction across the board. Staff spend less time handling payments manually, and guests enjoy a smoother, more professional experience from booking to departure.

Curious What This Could Look Like for You?

Every hotel is different, and so is the way payments are handled behind the scenes. Some need full automation across OTAs, terminals and upsells. Others just want to stop manually charging one specific card type.

That’s exactly why we built Smart Payments: to take the pressure off hotel teams by creating payment workflows that work with your current setup.

Let’s Simplify Your Payments

Wondering which parts of your payment process you can improve? Request our Payment Scan*. During this 30-minute call we look into your payment processes and discover what areas of improvement are.

*The Payment Scan has a fee.