Charge stored payment methods for amounts owing in Venue Manager – Help Center

When guests book online and make a payment, their card is securely saved with the booking. You can charge that saved card later for any outstanding amounts or extras. This helps you:

Settle bills quickly without chasing guests
Protect revenue and reduce unpaid amounts
Minimize time spent on physical payments at POS

Plan: This feature is available for all customers using ROLLER Payments.
Staff access: You'll require the permission Can charge stored payment methods in Venue Manager to use this feature. This permission is enabled by default for administrator and manager system roles, as well as any custom roles based on these roles.

When to use it

Settle balances after parties or events without guests lining up
Charge agreed extras (eg food and beverage) added before or during the event
Offer quick exits (eg "Would you like me to charge the card on file?)

What to expect

Only cards from online bookings (progressive checkout, payment links, invoices) are saved. POS and legacy checkout cards can’t be stored.
The saved card is linked to the booking only and can’t be used elsewhere.
The amount charged can’t exceed the balance owing.
Not all card types support stored charges (eg Maestro, Interac).
You’re liable for chargebacks. Reduce risk by:
- Including clear payment terms in your venue/product terms and conditions
- Communicating charges to guests
- Adding detailed internal notes for every stored card charge

How it works

Guest pays online. The card is securely saved with the booking.
Staff can later charge the saved card for extras or amounts owing from Venue Manager.
Works for initial booking payments made via progressive checkout, payment links or invoices (not POS).

Watch the video to see how it works using a typical scenario.

Charge a booking's saved card from Venue Manager

Charge outstanding amounts in Venue Manager using a previously used card to pay for online bookings.

Search for and select the booking in Venue Manager.
Go to the Payments tab.
For the payment row with an amount owing, select the options menu (3 dots), then select Charge stored payment method.
Confirm or edit the amount (must be less than or equal to the balance owing)
Add an internal note explaining why you’re charging (shows in reports for audit). It appears in the Detailed Transactions report (see below).
Select Take payment.
Tick the box to confirm you understand chargeback implications, then select Yes, charge guest
Successful charges appear in the booking’s activity stream with staff details, method, amount, and reference. Failed charges are logged immediately in the activity stream.

Send the guest a receipt

Your guests will not automatically be notified of the charge. However, after a successful charge, you can send a payment receipt email to the guest from the booking activity stream.

Refer to the guide Send receipts to guests from Venue Manager to learn more about sending receipts.

Report on charges by stored payment methods

You can use the Detailed Transactions report to review and audit all charges processed by stored payment methods.

From Venue Manager, go to Reports > All reports.
Search for and select the report Detailed Transactions.

In this report:

The channel for charges by stored payment methods shows as Venue Manager.
Right-click the report table, then select Notes from the menu to report on any comments added when charging by stored payment methods (see steps above on how to add notes).
Notes that were added by staff when charging a stored payment method are prepended by "Stored Payment Method". These notes can only be viewed by internal staff.

FAQs

Are cards saved for bookings made via POS?

No, only card payments received for bookings through progressive checkouts, payment links, or invoices online can be securely stored in ROLLER.

Can I use the stored payment method to charge for additional items added to the same booking?

Yes, as long as a booking payment was made online and the additional items were added to the same booking.

Can you process outstanding amounts for a booking from POS?

No, you can only charge for outstanding amounts using a previously used card for an online payment for the booking from Venue Manager.

Can I use the stored payment method feature for all card payment methods?

Not all payment methods support charging saved payment methods (eg Apple Pay, Google Pay, Maestro, Interac).

Will I be notified of any failed attempts to charge using the stored payment method feature?

Yes, any failed transactions will be logged in the booking's activity stream.

Can I charge any amount using the stored payment method?

You can only charge up to the amount owed for a booking.

Will guests receive a notification when their stored payment method is charged?

Guests are not automatically notified of the charge. But you can send an email receipt from the booking's activity stream in Venue Manager.

If a charge on the stored payment method fails, what are the next steps?

If a charge fails, the failure will be logged in the booking's activity stream. Contact the guest to arrange an alternative payment method.

How secure is the stored payment method?

The payment details are securely tokenized and stored with Adyen, fully compliant with PCI DSS standards (Payment Card Industry Data Security Standard).