Take the right deposit. Keep every balance clear.
Take booking deposits or full payment through Stripe, then keep the amount paid, balance and due date together in Keydesk.
A payment flow the guest and booking office can follow.
The payment rule starts with the booking, passes through a familiar card checkout and returns as a recorded payment with any balance still due.
- Step 01Set what is due
- Use the deposit or payment-in-full policy configured for the booking.
- Step 02Guest pays by card
- The online booking journey passes the card payment through Stripe.
- Step 03Payment is recorded
- The reservation keeps the successful payment and its history in context.
- Step 04The balance stays visible
- Amount paid, amount due and the due date remain clear for the team.
Know what was paid and what is still due.
A deposit only helps operations when it remains connected to the reservation. Keydesk keeps the payment position visible as the stay approaches.
- The right amount up front
- Take the deposit you set to secure the reservation, or require the full booking value when that is the better policy.
- One payment history
- Keep the recorded payments with the booking rather than matching a reservation to a separate spreadsheet later.
- Due dates the team can see
- Make the remaining balance and due date part of the operational booking view, with reminders scheduled before payment is due.
- Connected to direct booking
- A website reservation, its payment and its direct channel source arrive together in Keydesk.
- Payment requests the guest can pay
- Email or text a secure payment request so the guest settles a deposit or balance on their own device, without card details being read out over the phone.
- A deadline that resolves itself
- Set a deadline on a payment request and let the booking cancel automatically if it passes unpaid, so held dates go back on sale without anyone chasing.
Four ways to finish a booking, not one.
Not every phone booking ends with a card payment. A regular who always settles on arrival, a group still confirming numbers and a first-time guest booking a bank holiday are three different situations, and forcing them down the same path is how bookings end up recorded wrongly.
- Take payment now
- Collect the deposit or full amount straight away while the guest is on the phone.
- Send a payment request
- Email or text a secure link and let the guest pay in their own time, with an optional deadline.
- Confirm without payment
- Confirm the reservation now and record what is owed, for the guests you already know.
- Save as provisional
- Hold the booking while something is still being decided, without treating it as confirmed.
Buy what is available, not a vague promise.
Payment workflows differ substantially between booking systems. Keydesk separates the current live capability from requirements that still need a specific conversation.
- Deposit or payment in full
- Stripe card payments
- Payment requests by email or text
- Auto-cancel on an unpaid deadline
- Payment history
- Balances and due dates
- Scheduled balance reminders
- Refund workflow
- Chargeback handling
- Automatic balance collection
- Accounting reconciliation
- Alternative payment gateways
One payment position, whatever guests are booking.
Explore how deposits and balances sit inside the wider reservation workflow for each kind of site.
Campsites
Pitch bookings with flexible pricing and deposits.
See the solutionCaravan parks
Touring and hire bookings in one operational view.
See the solutionHoliday parks
Grade and stay-package bookings with clear balances.
See the solutionGlamping sites
Distinctive stays, extras and secure online payment.
See the solutionDeposits and payments FAQ
Can I send a guest a link to pay?
Yes. Keydesk can email or text a secure payment request, and the guest pays on their own device. It is useful for balances, for phone bookings where you would rather not take card details verbally, and for anyone who wants to pay later that day.
What happens if a payment request is not paid?
You can set a deadline on the request and have Keydesk cancel the booking automatically if it passes unpaid. The dates go back on sale without anyone having to remember to chase, which matters most on the busy weekends where a held-but-unpaid booking is expensive.
Does every booking have to be paid for straight away?
No. A booking-office reservation can be completed in four ways: take payment now, send a payment request, confirm without payment and record what is owed, or save it as provisional while something is still being decided.
Can guests pay a booking deposit online?
Yes. You set the payment required at booking, and guests can pay that deposit by card through Stripe during the Keydesk Direct booking journey. Keydesk records the payment against the reservation and shows the remaining balance.
Can I ask for full payment instead of a deposit?
Yes. Keydesk supports a payment-in-full option as well as taking a deposit with a balance due later, so the rule can reflect the booking policy you have configured.
How does Keydesk track an outstanding balance?
The booking record keeps the payment history, amount paid, amount still due and the applicable due date together. That gives the booking office a clear view without maintaining a separate payment spreadsheet.
Who processes the card payment?
Card payments are processed through Stripe, the payment provider Keydesk currently uses. Stripe payment-processing fees are separate from Keydesk software pricing.
Does Keydesk send balance reminders?
Keydesk can schedule reminders before the balance due date. The due amount and date remain visible on the booking so the team can see what is outstanding.
Does Keydesk automatically charge the remaining balance?
This page does not claim automatic collection from a saved card. The current Keydesk workflow records the deposit, tracks the remaining balance and schedules reminders. Confirm any additional collection requirements with the team during onboarding.
Can I use a payment provider other than Stripe?
Stripe is the payment provider Keydesk currently describes and supports for online card payments. No alternative payment gateway is claimed on this page.
What do deposits and online payments cost?
Keydesk is £49 per month, per site, with no Keydesk booking commission. Stripe processing fees remain separate, and a deposit and later balance may be separate payment transactions. Review the current provider fees for your card mix and business.
Comparing total costs? Payment processing can sit outside the software subscription.
Read the booking-system cost guideMake every booking’s payment position obvious.
Create your account and start bringing deposits, balances and due dates into one clear booking workflow.
Create your account today. £49/month per site, billed monthly, with no long-term contract.