How to avoid payment interruptions when managing recurring payments with billing automation in Mews Operations

Recurring payments charges guests on a regular schedule, often monthly, for long stays or rental agreements. In Mews Operations, you manage these payments by linking payment plans to billing automation. You set this up when you want Mews to automatically generate a bill and charge the guest without manual effort. You do this after configuring monthly billing automation for the reservation.

 

When you link a payment plan to billing automation, Mews charges the guest based on the bill that billing automation creates. This setup adjusts automatically when rates or reservation details change, which reduces manual updates. While this flexibility supports changes during a guest’s stay, certain edits to billing automation can interrupt charging. It is important to understand which changes affect active payment plans and how to manage them in Mews Operations.

 

Manage recurring payments linked to billing automation

Follow these steps to ensure recurring payments continue charging as expected:

1. Edit billing automation only when necessary. You can make changes, but first check if the reservation still meets the conditions in the billing automation. Open the reservation, go to the Billing tab, and confirm that the correct services and prices appear on the bill. If the bill no longer reflects the expected charges, the payment plan may not trigger.
   Note: Always review the linked reservation before and after editing billing automation to make sure charges still meet the conditions for the payment plan.

2. Check bookable services and additional services. If you remove a service that the payment plan uses, the plan may stop. Mews only charges what appears on the bill.
   Note: If the updated conditions do not match the reservation, the payment plan stops.

3. Check charge routing. If you route charges to a different customer profile that does not have a payment plan, Mews stops charging the original profile.
   Note: If you change the profile, set up a payment plan for the new profile.

4. Avoid changing the billing automation date mid-month.

   Note:

   • If you move the billing date to an earlier date in the month that has already passed, Mews skips the charge for that month. For example, if today is the 2nd and you change the billing date from the 5th to the 1st, Mews does not trigger a charge because the 1st already passed.
   • If you move the billing date to a later date in the month after the charge already happens, Mews charges again on the new date if new items appear on the bill. For example, if today is the 5th and the charge already occurred on the 1st, and you change the billing date to the 6th, Mews charges again on the 6th if the bill includes new items. Mews always checks the bill balance and subtracts any existing payments, including those still verifying with the bank. This prevents double charging for the same amount.

5. Make changes in advance. Always update billing automation settings before the next scheduled charge date.

 

This avoids payment interruptions when managing recurring payments with Billing Automation in Mews Operations.

By managing recurring payments through billing automation, you streamline billing and reduce errors. Always make sure that billing automation settings match the guest’s reservation details to keep charges accurate and consistent.