Charges and Payments

This article helps cover common questions around charges and payments in Firefly.

Table of Contents

How do Payments and Charges Work?

Charges

Payments

Invoices

 

How do Charges and Payments Work?

Charges and payments work together. A charge is an amount of money your guest owes you. A payment is when the guest pays you.

For example, if a guest makes a reservation for 3 nights for a total of $95, a $95 charge will be added to the reservation and the charge will be 'Unpaid'. When the guest pays for the reservation, a $95 payment will be applied to that charge, and the charge status will now be 'Paid'.

 

Notes: 

  • Charges can have a status of "partially paid"
  • Multiple charges can be paid for by one payment
  • A charge can have multiple payments applied to it
  • If a due date for a charge has passed, it will be marked as "overdue"

Reservation Charges and Payments

The reservation detail page will list all reservation charges and payments under the 'Charges' tab. The top overview panel includes the total payments, balance due, and overdue charges totals. You will also see the payment method on file if available.

The recurring charges panel includes all recurring charges, their status, and other details.

The bottom charges panel lists all reservation charges, and each charge will list all payments applied to that charge. If the charge is unpaid, the due date is displayed as well.

CS-Firefly-KB-Charges-and-Payments-1

Charges

What is a Charge?

A Charge is a money amount that your guest owes you. Each Reservation has a tab labeled as "Charges" On the screenshot below, you can see an example of the reservation, and two different categories of charges: Recurring Charges, and One Time Charges

Types of Charges

Both types of charges support either selecting an existing Add-on item or a custom charge. We recommend using Add-ons for easy clicking. Add-on items make it easy to add charges you often add, whereas a custom item is for adding a one-off charge.

 

Tip: To set up your add-ons, you can find information here

One Time Charge
One time charges are for one off charges such as a short term reservation charge. You can choose when the payment is due and whether or not to send a 'New Charge' email notification. 

Recurring Charge
A recurring charge can be set up to be added to a reservation on a recurring basis of your choice, either annually, monthly, weekly, or daily. This type of charge is used for long term reservations which automatically adds a monthly charge to the reservation. It can also be used for storage units or any other recurring fee. Recurring charges can be configured to automatically add and process a payment when the charge is created, and to send an upcoming payment notification so the guest is aware of the upcoming payment. 

For more help managing recurring charges visit this knowledgebase article: Creating a New Recurring Charge and Managing Recurring Settings

For more help with recurring charges, check out this knowledgebase article: Adjusting an Ongoing Reservation and Recurring Charge

Managing Charges

How are charges added? 

Firefly will add many charges for you automatically through the system. For example, when a new reservation is created, the charges for the units, and any fees or add-ons that you have set up will automatically show on the reservation. You can also manually go to a reservation and add a new charge as needed. 

How do I add a new one time charge? 

1. Navigate to the appropriate reservation

2. Click on the Charges Tab

3. Click the New Charge button

4. Fill out the information as needed, and as seen in the screenshot below: 

5. Choose to Save or "Save and Add Payment" 

How do I add a new Recurring Charge?

To add a new recurring charge, the steps are similar to adding a one time charge. Navigate to the reservation that needs the new charge. 

1. Click the New Recurring Charge button

2. Fill out the New Recurring Charge information as needed. Tip: You can choose to have the charge created a few days before the payment due date as well. This is something common we see for long term stays. 

4. Click Save

How do I edit a charge?

Sometimes edits are needed after a charge has been created. To edit an existing charge:

  1. Go to the charge that needs to be edited
  2. Click on the circle with the three dots
  3. Click edit
     
  4. Complete the information as needed, and update the desired information. Explanations for each are below
    1. What is this charge for? 
      1. This is a way of categorizing the charge (reservation unit, reservation fee, utility, add on, lock fee, other)
    2. Which unit is this charge for? 
      1. Usually you won't need to change this, but if you do you have the option
    3. Description 
      1. This is what the guest sees - you might not need to change this, but can if needed
    4. Price
      1. Click to edit the amount
    5. Quantity
      1. Click to edit the amount
    6. Payment Due Date
      1. If you wish to update when the payment is due, you can do so here
    7. Options
      1. Right now you have the option to check the box to send or not send a notification to the guest about the updated charge. 
  5. Click Save, or Save and Add Payment (to take you directly to the add payment screen)

How do I delete a charge? 

The situation might occur where you need to delete a charge that exists. It is not a recommended practice, but we do understand that sometimes it's needed. 

1. Navigate to the charge that is needing to be deleted

2. Click on the circle with the three dots next to the correct charge

3. Click Delete

4. Click Delete Charge

Note: If a payment has already been applied to the charge, you will not see the option to delete it. You will first need to address the payment prior to deleting the charge. Typically, a charge should not be deleted if it has been paid. 

Reports for Charges

Charges 

Charge Payments

Deleted Charges

Overdue Charges

Recurring Charges

Setting a Charge as Uncollectible (and Collectible)

When balancing the books - if there are charges that you know you will never see the money for you have the option to set it as uncollectible. This can also be undone if you later are going to receive payment. 

 

Setting a Charge As Uncollectible

1. Go to the Charge

2. Click on the Circle with the Three Dots

3. Click Set as uncollectible

It will then show a note that lists it as uncollectible:

 

Setting the Charge as Collectible

1. Go to the Charge

2. Click on the Circle with the Three Dots

3. Click Set as Collectible

 

 

Payments

What is a Payment? 

A payment is the money that is applied to a charge. Payments can be taken in smaller amounts than the charge listed. Payments can also be applied to multiple charges. 

 How do I add a payment? 

To add a payment, you will first go to the reservation, and click on the charges tab to find the charge(s) that need(s) to be paid. 

There are two buttons that will allow you to add a payment. The easiest is to click the blue "New Payment" button under either charges section. 

When the payment screen appears, you have a few payment settings to choose from as seen below. The explanations for each section are listed out below this image:

 

Select charge(s) to apply the payment
When adding a new payment, you must select one or more charges to apply the payment to. If you select multiple charges, you must pay the entire total with the payment. If you only select one charge however, you have the option of entering a custom payment amount to only partially pay the charge.

 

Select payment option
The two payment options available are either collect the payment now or schedule the payment for a future date. If you choose to schedule a payment, you must select a future date, and the guest must have a payment method of file.

 

Choose a payment method
Cash, Check, Gift Card, Credit Card, and Bank Transfer are the available payment method options. The payment method on file will be listed if available. If you want to process the payment through an external credit card processor, do not select this option if it is visible. Under "Payment Process Method" choose "Offline Payment" 

 

Choose options
Selecting the 'Charge the card on file' checkbox will process the payment through your credit card processor which you can configure in property settings.

The guest must have a payment method on file for the option to appear.

If the guest does not have a payment method on File, follow these steps to add the card.

 

The 'Email payment receipt' checkbox can be selected to send the guest the 'New Payment' receipt email.

The 'Email payment notification x days before' checkbox allows you to schedule an 'Upcoming Payment Notification' email to be sent to the guest before the payment is processed for schedule payments.

If you are processing the payment now, this option will not appear.

Payment Status

Scheduled - a payment that has a date it will run, but has not yet been paid

Pending - a payment in process of running

Paid - a past successful payment

Failed - a past unsuccessful payment

 

Reports for Payments 

 

Invoices

To send an invoice to your guest: 

  1. Go to the reservation
  2. Click on the invoices tab
  3. Click generate invoice
  4. Complete the information as needed:
    1. Choose which charges you wish to include on the invoice
    2. Add notes to the invoice for the guest as needed
    3. Update your options if you wish. You can choose to hide the unit details, or to show the breakdown of individual payments. invoice

Note: If you have turned off showing your guests unit information, by default your invoice will not show the unit information to the guest. More about this feature can be found here: How do I hide unit numbers from guests?