Losing too much time & money because your payment process is outdated?

In this live webinar hosted by Senior Sales Executive, Cedric Meurisse, industry professionals gathered to unpack how manual payment systems create more than just back-office friction. They cause revenue loss, operational drag, and compliance headaches.

If your property is still handling payments like it’s 2010, Cedric is here to explain why that’s costing you, and some solutions on how to fix it.

Hidden costs of manual payments

We kicked things off with a simple poll: When do you collect payment from your guests? The audience response showed a mix, with most collecting at booking via OTAs or their own engine, and far fewer doing so at check-in or after the stay. 

Why does this matter? Because when and how you collect payments directly impacts your revenue protection.

Manual payment handling introduces multiple risks:

• Human errors like mistyped credit card numbers

• Fraud and chargebacks due to weak verification

• Lost revenue from no-shows and late cancellations

• Slow check-ins that damage guest experience

• Non-compliance with PSD2 and other regulations

• Higher operational costs due to time-consuming tasks

Cedric highlighted the pain of his own experience manually keying in credit card data at the front desk (a practice that’s still all too common).

Automation changes the game

There is good news, however. Automating payments can reduce errors, streamline operations, improve cash flow, and give your staff valuable time back.

Here are several key points from the session on how to modernize your process:

1. Collect payment throughout the guest journey

You don’t have to rely on just one payment stage. Instead:

• At booking: Use a payment module connected to your booking engine or OTA virtual credit cards.

• Before arrival: Send automated emails with payment links or request pre-authorizations.

• At check-in or during the stay: Allow guests to pay via terminal or for upsells via automated links.

• Post-stay: If necessary, use stored cards or secure links for any remaining balances.

2. Use OTA virtual credit cards smartly

Platforms like Booking.com and Expedia offer virtual cards preloaded with reservation value. These can be charged manually or, more efficiently, automated via your channel manager or PMS.

3. Simplify guest communication with payment links

Lighthouse’s Reservation Manager includes tools to send payment requests directly to guests. These links are secure and user-friendly, automatically updating the folio once payment is completed.

4. Connect your terminal for seamless checkouts

By integrating payment terminals directly with your PMS, you can trigger the outstanding balance to appear at checkout, making the process as simple as tap-and-go.

The benefits add up fast

Switching to an automated payment workflow delivers tangible benefits:

• Operational efficiency and scalability

• Reduced costs and errors

• Stronger cash flow and financial visibility

• Full compliance with regulations like PSD2

• Higher guest satisfaction with smooth, professional transactions

And perhaps most importantly for independent hoteliers: automation doesn’t mean losing control. It means gaining time to focus on your guests, your team, and growing your business.

Lighthouse: Built for independent hoteliers

From channel management and automated pricing to payment handling and guest communication, Lighthouse’s all-in-one platform for independent hotels is built to streamline your entire commercial operation - without the bloat or complexity.

So if you’re still typing in card numbers or chasing unpaid balances, consider a change.

Ready to make payments work for you, not against you? Book a personalized demo and discover how Lighthouse can simplify your payment process.