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Set up Payment Schedules

A Complete Guide on how to Automate and Split your Deposit Payments into a Single or Multiple Payments.   

 

 

⚠️ Heads Up! This Feature is in Pilot Phase ⚠️
We’re rolling out this New Feature in RMS and looking for bold testers!
Want early access and a chance to shape how this feature evolves? 
Submit a Support Ticket to join the pilot today.
Not ready yet? Just hit Follow to stay updated when this launches for all RMS users.

 

 

 

Overview

This is a Complete Guide to the Newly Enhanced Payment Schedule function in RMS. 

Use the menu tree on the right-hand side to quickly navigate to specific topics in this article. 

Alternatively, you can click HERE to view topic-specific articles. 

 

Introduction to Payment Schedules

Payment Schedules help short-stay accommodation providers manage guest payments with ease. They enable deposits and staged payments to be collected before check-in, reducing manual work, improving the guest experience, and reducing No-Shows.

Initial Deposits can be made payable at the time of booking via any booking platform, and then subsequent payments are made via the Guest Portal, RMS Pay - Pay By Links, or In-House.

If you’re using the Pay By Link feature alongside Payment Schedules, please make sure the Pay By Link option is activated.

Manual payment collection often leads to missed charges, errors, and a fragmented guest experience. Payment Schedules solve this by offering:

  • Automation via RMS Pay (saved card charges or Pay By Link)
  • Clear tracking for manual payments
  • Consistency across teams

 

Payments can be paid: 

All scheduled payments, whether one-time or recurring, are tracked in the Automated Payments Dashboard.

 

Your property will benefit from:

  • Securing payments early to reduce no-shows
  • Offering flexible payment options to attract more guests
  • Simplifying Virtual Credit Card (VCC) handling for smoother operations

 

Examples of use are: 

  • "Pay in 4" style payment arrangements
  • Advanced Bookings with multiple Scheduled payments. (Eg, Christmas or an Annual Event)
  • Automatically process Corporate or Travel Agent Credit Cards, including Virtual Credit Card (VCC), after departure.
✎ Please Note: RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.

 

 

Prerequisites

There are a few things to consider before you start using Payment Schedules. 

 

RMS Pay for Automated Payment Processing.  

While Payment Schedules can be used for Manual Payment Processing, you will benefit greatly by using RMS Pay to Automate your Payment Processing. 

Using RMS Pay with your Payment Schedules will allow you to: 

  • Automatically process a payment by using an Existing RMS Pay token
  • Send an RMS Pay, Pay By link, to request payment by Email or SMS
  • View payment status via the "Automated Payments Dashboard"

To learn more about RMS Pay, contact our Sales Team or activate RMS Pay via the RMS Module Market. 

 

Correspondence/Form Letter Templates (Optional)

You can use SMS and/or Email templates (also known as form letters) to automatically notify guests about upcoming scheduled payments or changes to their payment schedule.

The Templated Correspondence that you will need for this is: 

  • Notification of Pending Payment. 
    This template automatically alerts guests that a payment is scheduled to be processed in a specified number of days.
    • Setup > Payment Schedule Template > Add/Edit > Triggers > Timed Triggers
  • Notification of Changes to your Payment Schedule. 
    This template is automatically sent to guests when a reservation is modified in a way that affects the payment amount or schedule.
    • Setup > Payment Schedule Template > Add/Edit > Triggers > Reservation Amendments

You can find out more about the Payment Schedule Correspondence HERE. 

 

Security Profiles

Although all users can view Payment Schedules on a reservation, the ability to override them is governed by the user's Security Profile settings. 

To check or change these permissions, go to: Setup > Users > Security Profiles > Add/Edit a Security Profile. 

There are two main areas to review:
 

Access to the Payment Schedule Setup

To allow a Security Profile to configure and process Payment Schedules, make sure the relevant options show Yes under the Setup section.

Open the required Security Profile.

  1. Use Search (Highlight) to search for Payment Schedule.
    (Search results are highlighted in yellow.)

  2. In the results, locate the options related to Payment Schedules (for example: Payment Schedule, Payment Schedule Processing).

  3. Click the setting to change it to:

    • Allow (Yes) – Grants the user full access to this function.

    • Read Only – User can view the function but cannot make changes.

    • No – User cannot access this function.

  4. Click Save/Exit.

If these options are set to No, users with that profile will not be able to access the Payment Schedule setup and processing screens.

★ Tip: Searching (Highlight) for "Automated" will also provide you with other Security Profile Options that may be beneficial to users. Try searching for other words for other related functions.

 

Ability to override Payment Schedules on reservations

To allow a Security Profile to override the Payment Schedule on a reservation:

  1. Open the Security Profile.

  2. Go to the Reservation Screens section.

  3. Use Search (Highlight) to search for Payment Schedules.

  4. Ensure “Allow Override of Payment Schedules” is set to Yes.

  5. Click Save/Exit.
    Reservation account section displaying an underlined Payment Schedule link in the Account column indicating that the schedule can be opened and edited.

When this is set to Yes, users with that profile can:

  • Click the edit icon or the underlined word ‘Payment Schedule’ in the Account column on a reservation.

  • Adjust or override the automatically applied Payment Schedule on a per‑reservation basis.

If it is set to No, they will still be able to see the Payment Schedule, but cannot edit or override it.

✎ Please Note: Additional controls for Payment Schedules may be added to Security Profiles over time. Use Search (Highlight) for Payment Schedule or Payment Schedules in the Security Profile to find all related security options.

 

Existing Deposit Rules and Payment Schedules. 

What happens if you're currently using an existing Deposit Rule on a Rate Type, Rate Table, or Payment Schedule?

When the New Payment Schedules are activated, any existing deposit configurations, including Deposits, Second Deposits, and Legacy Payment Schedules, are automatically hidden and deactivated on Rate Types, Derived Rate Types, and Rate Tables.

Reservations that were created with these legacy deposit rules will continue to use them unless a new Payment Schedule is manually applied. Once a Payment Schedule is added to a reservation, it will override the previous deposit rules.

 

Setup Guide

Payment Schedule Templates

In the side menu of RMS, navigate to Setup > Accounting > Payment Schedule Template

  1. Select Add "+"Payment Schedule Template list in RMS with an empty template list and the Add plus button highlighted to create a new template.
     
  2. Add a Template Name
  3. Add a Description
  4. Select a Property-Based Trigger Time
    (A Payment Schedule Template can be used across multiple properties in multiple time zones. This time is based on the individual properties' local time.)
  5. SavePayment Schedule Template details screen showing Template Name Description and Property Based Trigger Time fields completed with the Save button selected.
     
  6. Navigate to Triggers
  7. Add "+" an Initial Trigger Triggers tab of a Payment Schedule Template showing no triggers yet defined and the Add plus icon highlighted to create an Initial Trigger.

 

Add Initial Trigger

Initial Trigger configuration window showing options for amount calculation methods wait before trigger late booking rule payment actions ignore next timed trigger and Save Exit controls.

Upfront Payment

Create the Deposit Value Rule for the Initial Trigger. The Calculation options for the initial trigger are: 

  • Higher of fixed $ or % of Total Rate
    The initial payment will be based on whichever is greater: the Monetary amount or the Percentage of the Total Rate. (Including Packages, Less Discounts)  
  • Higher of $ or % of all charges
    The initial payment will be based on whichever is greater: the Monetary amount or the Percentage of the Total Charges.
  • Charge for First X Nights
    The first number of nights entered will be used for the initial payment. (Base Rate Only)  
  • % of Total Rate
    A Percentage of the Total Rate will be used for the initial payment. (Including Packages, Less Discounts)
  • % of all Charges
    A Percentage of the Total Charges will be used for the initial payment.
  • Custom Amount
    The set Monetary value will be used for the initial payment.

Wait Before Trigger

Set a Time Delay for Initial Payment Processing

  • The minimum delay time available is 1 hour. This ensures there is enough time for a reservation to be completed.
  • If a payment for the full amount of the charge is made before the trigger time, no additional payment will be processed.
  • If a partial payment is made before the trigger time, only the remaining balance will be processed.

Late-Booking Rule

*Optional

The override method allows you to nominate a different amount if the Reservation is made x days before arrival.

The options available here are the same as the options used in the Default Method. 

Payment Actions

When the Initial Trigger is triggered, there are 4 methods of payment available.

  • Manual (No Automation)
    This requires the property to manually process a payment on the reservation.
  • Charge Token
    This Will charge the most recently added CC Token on the Guest Profile. The CC Token used for the Payment Schedule can be changed manually on the reservation.
  • Send Pay By Link SMS
    This requires RMS Pay and an SMS message will be sent to the guest with a link to a secure payment form. 
  • Send Pay By Link  Email
    This requires RMS Pay and an Email will be sent to the guest with a link to a secure payment form.

Up to 3 options can be selected, and the first executable payment option in the sequence will be used. If the first option is not available (E.g., there is no Token to charge), the second option will be used, and so on. 

If a Pay By Link is used, there is an option to override the default expiry date/time of the Pay By Link. 

Ignore Next Timed Trigger

*Optional

If a timed trigger is scheduled to occur within X days of the Initial Trigger, it can be suspended (i.e., delayed) by Y days. 

Example:

  • A Timed Trigger is set for 14 days before arrival.
  • The Initial Trigger is triggered 13 days before arrival.
  • Because the Secondary/Timed Trigger falls within 1 day of the Initial Trigger, it can be delayed by Y days (e.g., 7 days).
  • Therefore, the secondary (timed) trigger would now activate 7 days before arrival instead of 14.

 

  1. Once completed, Save and Exit
    Payment Schedule Template Triggers tab showing the newly created Initial Trigger listed with its description timing and payment actions with the Save Exit button highlighted.

 

Timed Triggers

*Optional

Once the Initial Trigger is saved, additional Timed Triggers can be added. 

These Timed triggers can be set to Automatically Process a Payment or send a Pay By Link, a set number of days Before Arrival or After Departure. 

  1. To add a Timed Trigger, click on the "+" Add icon.  
    Triggers tab for a Payment Schedule Template showing the existing Initial Trigger and the Add plus icon highlighted to create an additional Timed Trigger.

 

Add Timed Trigger

Timed Trigger configuration window displaying fields for Trigger Name amount rule when to run payment actions correspondence method offset and correspondence template selection.

Trigger Name

 Give this Timed Trigger a Label. This Label is not client-facing and only seen by RMS users. 

Amount Rule

Select the calculation method to use for the calculation of the event-based trigger.

  • % of total Rate
    A Percentage of the Total Rate will be used for the initial payment. (Including Packages, Less Discounts)
  • % of All Charges
    A Percentage of the Total Charges will be used for the initial payment.
  • Custome Amount
    The set Monetary value will be used for the initial payment.

When to Run

 Set the number of Days before arrival or after departure for this trigger.

Payment Actions (run top-to-bottom)

 These Payment Options are the same as the Payment Options available in the Initial Trigger.  

Send Correspondence Via

*Optional but Recommended

Select the delivery method you wish to use to inform the recipient of the pending payment. A Correspondence Template will be required in the following steps and can be sent via: 

Correspondence Offset

*Optional but Recommended

Select the number of Days to send the correspondence prior to the payment occurring.

Tip: Choosing "0" will trigger at the time the Payment is Due. 

Correspondence Template

*Optional but Recommended

Select the Correspondence Template to send. The list of available templates is from the Correspondence Method selected above.

Clik HERE to learn more about the Payment Schedule Correspondence Templates. 

 

  1. Once completed, Save & Exit
    Triggers list showing both the Initial Trigger and a Timed Trigger with their names timing rules and payment methods and the Save Exit button highlighted.

 

On the Reservation Amendment

In the event of a Reservation being amended, it may be necessary to advise the guest of a change to their Payment Schedule. 

Whenever there is a change to a reservation that causes a Rate Recalculation, saving the changes will automatically trigger a notification to inform the guest of the updated payment details.

  1. Select the Correspondence Method (Email/SMS) and the related Correspondence Template. 
Reservation Amendments trigger settings in the Payment Schedule Template showing options to choose Email or SMS and to select a correspondence template for notifying guests of schedule changes.
★ Tip: Click HERE to learn more about the Payment Schedule Correspondence Templates.
★ Tip: When Payment Schedules are configured in multiple areas, there is a hierarchy for which Payment Schedule will take precedence. Click HERE for further information on the Payment Schedule Hierarchy

 

Audit Trail

  1. The Audit Trail displays all changes made to the Payment Schedule. 
    1. The Date and Time the Change was made. 
    2. The Field that was modified.
    3. What the Previous (Old) Value was. 
    4. What is the New Value
    5. The User who made the change.  
Payment Schedule Audit Trail tab listing changes with columns for date time field previous value new value and the user who made each change plus a date range filter set to Last 30 Days.
★ Tip: The Audit Trail can get quite large. The Date Filter defaults to the "Last 30 Days". Use the Date filter to view older changes.

 

Rate Types (Optional)

Payment Schedule Templates can be added to a Rate Type so that it is automatically applied when the Rate Type is used. 

To assign a Payment Schedule Template to a Rate Type, in the Side Menu of RMS, go to Charts > Rate Manager.

  1. Click on the Coin Icon
  2. Select Rate Type
    Rate Manager coin icon menu open with Rate Type selected and a list of rate types visible for editing.
     
  3. Find and Edit the Rate Type
  4. Navigate to the Payment Schedule tab
  5. Select the Activate Toggle (Green to Activate) 
  6. Click on the Dropdown Arrow to show the Templates.
  7. Select the Default Template.
  8. Save and Exit. Rate Type edit window on the Payment Schedule tab showing the Activate toggle turned on a default Payment Schedule Template selected from the dropdown and the Save Exit button highlighted.
     
  9. The Payment Schedule is now associated with this Rate Type and will automatically be applied to any New Reservation with this Rate Type. 

 

For Enterprise Properties, Payment Schedules can be assigned to individual Properties using the Property Rate Rules option in the Rate Type Setup. 

  1. When editing the Rate Type, navigate to the Property Rate Rules Menu
  2. Select "+" Add. 
    Property Rate Rules screen for a Rate Type showing a list of properties with an Add button to define property specific rules including Payment Schedule Templates.

    Follow steps 4-8 above to add Payment Schedules to individual Property Rates. 
★ Tip: When Payment Schedules are configured in multiple areas, there is a hierarchy for which Payment Schedule will take precedence. Click HERE for further information on the Payment Schedule Hierarchy

 

Derived Rate Types (Optional)

Payment Schedule Templates can be added to a Derived Rate Type so that it is automatically applied when the Derived Rate Type is used. 

To assign a Payment Schedule Template to a Rate Type, in the Side Menu of RMS, go to Charts > Rate Manager.

  1. Click on the Coin Icon
  2. Select Rate Type
    Rate Manager coin icon menu with Rate Type selected and the Rate Types screen ready to switch to the Derived Rate tab.
     
  3. Navigate to the Derived Rate tab. 
    Rate Types window displaying the Derived Rate tab with a list of existing derived rates.
     
  4. Find and Edit the Derived Rate
  5. Navigate to the Payment Schedule tab
  6. Select the Activate Toggle (Green to Activate) 
  7. Click on the Dropdown Arrow to show the available Templates.
  8. Select the Default Template.
  9. Save and Exit. 
    Derived Rate edit screen on the Payment Schedule tab showing the Activate toggle enabled a default Payment Schedule Template selected and the Save Exit button highlighted.
     
  10. The Payment Schedule is now associated with this Derived Rate and will automatically be applied to any reservation with this rate. 

 

For Enterprise Properties, Payment Schedules can be assigned to individual Properties using the Property Derived Rate Rules option in the Rate Type Setup. 

  1. When editing the Rate Type, navigate to the Property Rate Rules Menu
  2. Select "+" Add. 
    Property Derived Rate Rules screen listing properties with an Add button to configure property specific Payment Schedule Templates for each derived rate.

    Follow steps 5-9 above to add Payment Schedules to individual Property Rates. 

 

★ Tip: When Payment Schedules are configured in multiple areas, there is a hierarchy for which Payment Schedule will take precedence. Click HERE for further information on the Payment Schedule Hierarchy

 

Rate Tables (Optional)

Payment Schedule Templates can be added to a Rate Table so that they are automatically applied when the Rate Table is used. 

To assign a Payment Schedule Template to a Rate Type, in the Side Menu of RMS, go to Charts > Rate Manager.

  1. Click on the Coin Icon
  2. Select Rate Tables
    Rate Manager coin icon menu open with Rate Tables selected and a list of existing rate tables displayed.
     
  3. Find and Edit the Rate Table
  4. Navigate to the Payment Schedule tab
  5. Select the Activate Toggle (Green to Activate) 
  6. Click on the Dropdown Arrow to show the available Templates.
  7. Select the Default Template.
  8. Save and Exit. 
    Rate Table edit window open on the Payment Schedule tab showing the Activate toggle turned on a default Payment Schedule Template chosen from the dropdown and the Save Exit button highlighted.
     
  9. The Payment Schedule is now associated with this Rate Table and will automatically be applied to any reservation with this Rate Table. 
★ Tip: When Payment Schedules are configured in multiple areas, there is a hierarchy for which Payment Schedule will take precedence. Click HERE for further information on the Payment Schedule Hierarchy

 

Usage

Reservation Page

When a Reservation is made, either with a Payment Schedule being automatically applied by a Rate Type or Rate Table, or without a Payment Schedule, the Payment Schedule can be added or managed directly from the reservation. 

From the Reservation, you can:

  • Manually Add a Payment Schedule.

  • Change the Payment Schedule to a different one.

  • Change the Credit Card Token used for the Scheduled Payment.

  • Delete/Remove the Payment Schedule.

Click HERE for more information on How to Manage Payment Schedules on a Reservation.

 

When a reservation is amended and triggers a rate recalculation, the payment schedule will automatically update to reflect the new rates.

If the Payment Schedule Template is configured to send notifications "On Reservation Amendment," a correspondence will be automatically sent to the guest, informing them of the updated payment schedule.

Reservation screen showing the Payment Schedule panel with scheduled payments listed and a notification banner or highlight indicating that correspondence will be sent on reservation amendment.

 

Change of Primary Guest

If the Primary Guest on a reservation is changed and the payment schedule is set to charge a Credit Card Token, the New Guests' CC Token will be charged. Not the original Guests.

As Credit Card Tokes are associated with a Guest, if you need to charge the original Guest's CC Token, you will need to have the original guest as the Primary Guest on the reservation.  

 

Group Reservations

*Payment Schedules for Group/Master Reservations are coming soon...

 

Reporting

Reporting on Payment Schedule transactions is no different from reporting on any other transactions. 

The Automated Payments Dashboard is where you can view and manage pending and past Payment Schedules. 

Some recommended reports for payments are: 

 

Automated Payments Dashboard

The Automated Payments Dashboard is an interactive tool designed to help you easily monitor and manage pending and processed, automated and manual, Payment Schedules.

Click on  Start Guide  below to start the quick guide.  

Click on the Full Screen Icon Embedded video or guide player controls with the full screen icon highlighted in the corner to expand the Automated Payments Dashboard walkthrough. to view the guide in full screen. 👇🏼

 

FAQ's

Have a Quick Question? Try our FAQ's for a Quick Answer. 

Click HERE to view the FAQ's 

 

 

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