Virtual Credit Card

See all uncollected virtual credit card (VCC) payments, spot the ones whose booking was cancelled, and collect or write them off.

At the top

Three figures, always for the whole year you have selected — the filter chips below do not change them:

• Uncollected amount — everything still outstanding

• Cards — how many

• Needs attention — how many belong to a cancelled or no-show booking, and what they add up to

The list

• Name — guest name (click to open their profile). The channel appears underneath.

• Amount — outstanding value

• Status — where the card has got to with Stripe:

  • Not tokenized — no Stripe token has been requested yet

  • Ready — tokenized and chargeable

  • Card failed — a charge was attempted and refused

  • Marked invalid — the card was reported back to the channel as invalid

• Description — usually "autoPayment CM" (from the channel manager)

• Date — when the record was added

• Actions — Collect, Stripe, and (for admins, on flagged rows) Waive

Cancelled and no-show flags

A red Cancelled or amber No-show tag next to the guest name means the booking is no longer live. Click the tag to open the booking. These rows stay in the list on purpose — the money is already recorded against the property, so hiding them would leave it unaccounted for.

Use the Needs attention chip to see only these, or Ready to collect to hide them.

Collect a payment

1. Find the guest in the list

2. Click Collect

3. Choose the account the money is going to, add a description or receipt, and confirm

4. The payment moves out of the vCard account and into the account you chose

If the booking is cancelled or a no-show you will be asked to confirm first. That is a question, not a block — a cancellation fee or a no-show charge is a normal thing to collect.

Charge a card through Stripe

The Stripe button is only available when the property has an active Stripe connection in the channel manager. It works in three steps: get a token, collect the amount, and — if the charge is refused — mark the card invalid so the channel knows (Booking.com only).

Waive a card (admins only)

Available on cancelled and no-show rows. Use it when the card will never be charged.

1. Click Waive

2. Choose Remove the whole record, or Keep a cancellation fee and enter the amount to keep

3. Enter a reason — this is required

4. Confirm

What happens to the books:

• The month the card was originally recorded in is left exactly as it is. Reports you have already sent do not change.

• A write-off is recorded today for the full card amount.

• If you kept a fee, that fee is opened as a new card dated today, still collectable, and it keeps its Stripe token so you do not have to tokenize again.

The action is recorded on the booking, with the amount and your reason, and appears in Booking Logs. It cannot be undone from the app.

Tips

• Collect VCCs as soon as they become eligible to avoid expiry

• If a collection fails, try again after a few minutes; check channel rules

• Waive rather than collect when the guest genuinely should not be charged — it leaves a reason on the booking, which a deleted record does not

Troubleshooting

• Stripe button greyed out: the property has no active Stripe connection in the channel manager

• No Waive button: you are not an admin, or the booking is still live — use the payment editor instead

• Collected but not in balance: refresh Account Overview; verify Payment Log if needed

• A cancelled booking's card is still listed: that is expected. Collect it or waive it; it will not clear itself