Connect your bank: PAY settings

In the app, open Hotelmente PAY → PAY settings. Until it is complete, any PAY page opens it for you. The same form opens from your Hotelmente home: in My products, click Set up now next to Hotelmente PAY (Set up & manage → once it is on your plan). The form appears once Hotelmente PAY is on your plan or you are on its waitlist with a connection and country.

• Your business: legal business name, a payments contact email, whether you already bank with your bank, and your merchant (affiliate) number if you have one. This is not a card number.
• Currencies: the currency you want payouts in and the currencies you charge guests in.
• Deposits and balances: deposit, balance, reminder, link expiry and receipt rules.
• Automation and Cloudbeds: whether links and reminders go out automatically, and the Cloudbeds payment method code for Hotelmente PAY.

Owners and managers can fill in and save the setup form. Only owners can see, save, test or remove the bank credentials. Viewers see the form but cannot change it. Joining the waitlist or adding Hotelmente PAY to the plan is for owners only.

The legal name of the company that owns the hotel and holds (or will hold) the merchant account with the bank, as it appears in your registration. It can differ from the name guests know.

It is the address Hotelmente uses to reach you about Hotelmente PAY: connecting your merchant account, switching it on and anything about payments. Use a mailbox someone reads, such as the owner’s or the accountant’s.

Answer No or Not sure. It does not stop you from joining or filling in the rest. The Cloudbeds + BAC connection needs a merchant connection with BAC, which is prepared together with Hotelmente and BAC. If your hotel works with another bank, tell us which one through Contact → Custom solution.

It is printed on your merchant statement from the bank, the statement for the card payments your hotel receives. It identifies your business with the bank; it is not a card number. The field is optional: leave it empty if you do not have one yet.

The currency the bank pays your money out in. In countries with two currencies you pick one, for example colones or US dollars in Costa Rica; where US dollars are the local currency, it is US dollars. Hotelmente PAY also uses it to show your figures.

The currencies guests can be charged in. In countries with two currencies you can choose both or just one, for example quetzales and US dollars in Guatemala. If your Cloudbeds currency is not among them, amounts are converted with daily exchange rates.

The share of the reservation total you want paid when the guest books, from 0 to 100. 30% is suggested. Many hotels ask for more in high season or for long stays; set what matches your cancellation policy.

How many days before arrival the rest of the stay should be paid, from 0 to 90. 7 is suggested. 0 means the balance is due on the arrival day.

• Send a reminder (days before it is due): from 0 to 30, 2 suggested. It sets how early the balance link goes out before the due date; a reminder follows on the due date if it is still unpaid.
• Payment links expire after (hours): from 1 to 720 (30 days), 72 suggested.

It is Yes by default. With it on, every guest who pays gets a receipt by email, and a refund email when you refund, which saves the front desk from answering “did my payment go through?”. Choose No if you prefer to send receipts yourself.

With Yes, Hotelmente sends the deposit links, balance links and reminders your rules call for, about every 5 minutes, outside quiet hours (by default 9 p.m. to 8 a.m.). It is No by default, and it only runs once your bank is connected. The To collect page shows whether it is on, or why it is paused.

So each approved payment is recorded on the reservation, create a payment method in Cloudbeds, for example “Hotelmente PAY”, and enter its code in this field. Without it, payments are still collected and listed in Hotelmente PAY, but they are not posted to Cloudbeds and show under Not yet in your PMS.

Legal business name, payments contact email, whether you bank with the bank, payout currency, guest currencies, deposit percentage and balance days. The merchant number, reminder, link expiry, receipts, automation and payment method code are optional. The percentage at the top counts only required fields.

The percentage shows how many required fields are filled in, and Still missing lists the ones left. When you see All required details are in., your setup form is complete.

At the top, the guide Let’s activate Hotelmente PAY shows each step with a (done/total) counter: Your PAY details (this form) and Bank credentials. The same counter appears next to PAY settings in the menu, and turns green when everything is done. You can save at any point and come back later.

The form keeps values within their limits: numbers are brought inside the allowed range (for example, a deposit above 100 becomes 100), and an email that is not a valid address is cleared so you can type it again.

The connection (for example Cloudbeds + BAC), the bank for your country, the Bank API status, whether credentials are saved and what is missing, the last test with its date and result, and whether automation is on. The status at the top reads Connected, Not tested yet, Connection failed, Bank credentials missing or, until Hotelmente switches the bank’s side on, Waiting for the BAC API. Until the bank connection works, nothing is charged and nothing is sent to guests.

What BAC gives your hotel for the connection: the merchant (affiliate) number, a separate USD merchant number where BAC issues one, the terminal ID if any, the API key, the API secret, the webhook signing secret and the environment (sandbox or production). Click Save credentials, then Test connection. Step by step: the guide Bank credentials for Hotelmente PAY, in Keys & connections.

Encrypted, for your hotel only. Secrets are never shown again, not even to you: the form only shows that they are saved and their last 4 characters. To keep a saved secret, leave its field empty; to change it, type the new one. Remove deletes them after you confirm, and payment links stop until new credentials are saved. Hotelmente never asks for card data or your online-banking password.

Under Done with Hotelmente, the form lists it: your merchant connection with the bank is set up together with Hotelmente and the bank, and card data never passes through or is stored by Hotelmente. Everything you filled in is already there, so your rules apply from the day Hotelmente PAY is switched on for you.

The setup belongs to the country you chose. To change it while on the waitlist, an owner clicks Leave waitlist in My products and joins again with the other country. The form for the new country starts empty, because its currencies and bank entity are different.

Yes. Open the form again, change what you need and click Save (Save setup on the Hotelmente home). New rules apply to the next links; links already sent keep their amount until they are paid, expire or are replaced.