Automate deposits, instalments and staged payments so your team can focus on guests - not chasing money.

What are Advanced Payment Schedules?

Advanced Payment Schedules let you define a plan for when and how guests are charged throughout the booking lifecycle. Instead of manually tracking deposit due dates or chasing outstanding balances, you build a template once, and RMS handles the rest.

Setup guide

Step 1: Create a Payment Schedule template

Templates are the foundation. You build a template once, then reuse it across rates, rate tables, or individual reservations. Give it a clear name (e.g. "Standard - 3 instalments") and set the property-based trigger time - the local time of day your triggers will fire.

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

Step 2: Configure the initial trigger

The initial trigger fires once, when a reservation is created. Choose the upfront amount (fixed dollar, percentage of stay, or first night's charge), set a wait delay if needed (minimum 1 hour), and configure a late-booking rule to automatically escalate the deposit amount for short-lead reservations.

Payment action options: charge saved card, send Pay By Link by email, send Pay By Link by SMS (RMS Pay required for automatic processing).

Step 3: Add timed triggers

Timed triggers handle future instalments - for example, 50% thirty days before arrival, or the balance on check-in. You can add as many as you need. Each trigger specifies an amount, a timing point (relative to arrival or departure), and a payment action chain (the system tries each action in order until one succeeds).

Use "Ignore next timed trigger" to prevent two charges firing too close together on short-stay bookings.

Step 4: Set up triggered correspondence

Send guests a heads-up before each payment fires. Configure email or SMS notifications to go out automatically - for example, "Your deposit of $X will be charged in 3 days." You can also set an "On Reservation Amendment" correspondence so guests are notified if their schedule changes.

Step 5: Understand change-of-schedule behaviour

If a guest upgrades, changes dates, or your team switches templates mid-stay, RMS automatically recalculates the remaining payment schedule. Previously processed payments are factored in - no duplicate charges. Watch this video before your first schedule change on a live reservation.

Step 6: Activate your schedule on a rate

Attach your template to a rate type or rate table so that every new booking under that rate automatically gets the schedule. You can also assign a schedule directly to an individual reservation - useful for one-off arrangements or testing before you go live.

In the side menu of RMS, go to Charts > Rate Manager > Rate Type > Deposits / Payment Schedules

Step 7: Process payments in bulk from the Automated Payments Dashboard

The dashboard is your command centre. Filter by date, status (upcoming, processed, failed, manual), method, or schedule. For failed payments, select multiple records and use Batch Process to retry in one click - choose from First Available CC Token, Pay By Link Email, or Pay By Link SMS.

In the side menu of RMS, go to Accounting > Automated Payments Dashboard

Common use cases

These templates cover the scenarios most properties set up first. Use them as a starting point and adjust percentages and timing to fit your policies.

Pay in 4

Split the total cost into four equal payments spread across the booking window. Ideal for high-value stays or guests who prefer a lighter upfront commitment.

• Initial = 25% at booking
• Timed 1 = 25% - 60 days before arrival
• Timed 2 = 25% - 30 days before arrival
• Timed 3 = 25% balance on arrival

50% deposit, 50% balance

The most common deposit structure. Collect a meaningful upfront amount to secure the booking, then take the balance before arrival.

• Initial = 50% at booking
• Timed 1 = 50% balance - 14 days before arrival

Seasonal / high-demand events

For Christmas, school holidays, or annual events - secure revenue further out with a stricter deposit structure and a tighter late-booking rule.

• Initial = 30% at booking
• Timed 1 = 40% - 90 days before arrival
• Timed 2 = 30% balance - 30 days before arrival
• Late rule = 100% if booked within 30 days

Limitations to be aware of

• Full automation requires RMS Pay
  Without RMS Pay, schedules are visible and correspondence still triggers, but all charges must be processed manually. The dashboard will mark these as "manual."
   
• No specific calendar-date triggers
  Timing is always event-relative (X days before arrival, X days after departure). If you have a schedule that fires on a fixed date like "1 March," you'll need to convert it to an event-relative equivalent.
   
• Pay By Link cancellation is manual
  Changing or removing a schedule from a reservation does not automatically cancel any Pay By Links already sent. You must cancel unpaid links manually before issuing new ones.
   
• Cancellations stop future payments - refunds are manual
  When a reservation is cancelled, scheduled future payments stop automatically. Refunds for payments already collected must be processed manually by your team.

Frequently asked questions

Can I use Advanced Payment Schedules for OTAs and Travel Agents.

Technically, yes, however, this capability is still under development and we do not recommend it at this time. RMS advises that Advanced Payment Schedules are best used for direct bookings from your website or the RMS Booking Engine. Please contact our support team for any further questions.

What happens if a guest pays an amount voluntarily before the schedule fires?

The schedule accounts for any amounts already on the account. If the guest paid a deposit at booking via an online channel, the initial trigger will calculate that no further amount is payable at that point and skip the charge automatically - no duplicate payment.

What if a payment fails?

Failed payments appear in the Automated Payments Dashboard with the failure reason, and the payment is marked for manual action.

Can I change a schedule after it's been applied to a reservation?

Yes. Manual over-ride is available within the reservation.

What happens if the rate type changes after the schedule is applied?

The schedule recalculates automatically. Prior payments stay on the account; the new schedule factors them in with no duplicates or overpayments.

Can I use Payment Schedules if I'm not on RMS Pay?

Yes - any property can use schedules for visibility, reminders, and structured instalment tracking. Charges just need to be processed manually. Staff see clear due dates and amounts in the dashboard. Correspondence (email/SMS reminders) can still be triggered, including links to the Guest Portal for self-service payment.

What is the late-booking rule and when should I use it?

The late-booking rule lets you escalate the upfront deposit percentage when a booking is made close to arrival. For example: 25% normally, but 100% if booked within 14 days of arrival, this prevents a timed trigger from firing before or immediately after the initial trigger.

Can templates run across properties in different time zones?

Yes. Property-Based Trigger Time means one template fires at each property's local time. You don't need separate templates for properties in different time zones.

Is it possible to accidentally double-charge a guest?

No. RMS uses idempotency logic to prevent duplicate charges. If you believe a duplicate has occurred, log a support ticket immediately for escalation.

What payment methods are supported?

With RMS Pay: Stored credit card token, 3DS-verified Email Pay By Link, 3DS-verified SMS Pay By Link, and Apple Pay biometric secure link. 

Without RMS Pay: Stored credit card token.

How do I enable Advanced Payment Schedules?

Advanced Payment Schedules are automatically enabled for all RMS customers.

But I still have more questions...

Further FAQs can be found in the dedicated Payment Schedule FAQ's Help Center Article

Related articles

• RMS Pay Overview
• Send a Pay By Link
• Automated Payments Dashboard
• Pay By Link templates
• Rate Manager - Rate Types