How to add a payment method

A payment method is what staff pick when recording a payment — Cash, Visa, Bank Transfer EUR, Voucher, Room Charge. Each one needs three things: a name, a fiscal classification (for the tax authority), and a default account (where the money posts in your books).

Step 1 — Open the payment methods list

Go to Settings → Payment Methods. You'll see every method already set up, with active/inactive toggles. Click + to add a new one (or click an existing row to edit).

Step 2 — Required fields

• Name — the label staff see in the payment dialog. Keep it short ("Cash", "Visa", "Bank IBAN EUR").
• Method (base type) — pick from Cash, Card, Bank, Account, or Room Charge. This controls how the payment behaves: Room Charge posts to a folio, Cash opens the cash drawer (when integrated), Card may trigger a card terminal, etc.
• Fiscal method — the category sent to the tax authority on every fiscal invoice. Pick the one that matches the payment type (Cash → cash, Card → non-cash, Bank → transfer, etc.). The list is fixed by the country's fiscal protocol.
• Is Active — switch on for methods you want available in the payment dialog.

Step 3 — Default payment account

Pick the account in your chart of accounts where this method's payments land. Common pairings:

• Cash → 1000 Cash Register or 1040 Front Desk Cash
• Card → 1200 Credit Card Clearing (or a brand-specific account like 1210 Visa Clearing)
• Bank Transfer → 1100 Primary Bank Account
• Voucher / Gift Card → 2220 Gift Cards Liability
• Room Charge → 1330 Guest Ledger

Step 4 — Optional fields

• Description — a short note for internal use ("Used at front desk only", "Manager approval required").
• Instructions — appears to staff at the moment of payment ("Confirm IBAN with guest", "Get manager signature").

Stripe section (only when HotelBee Payments is connected)

If HotelBee Payments is set up, every method shows a Stripe panel with a single toggle: Default for Stripe. Tick this on exactly one method — that's the one HotelBee uses to record any payment processed through Stripe. Typically you create a method called "Card (HotelBee Payments)" pointed at your card-clearing account, and flag it as Stripe default.

Bilanc section (only when Bilanc is connected)

If Bilanc is active, the form shows two extra fields:

• Bilanc payment code — the code Bilanc expects for this payment type.
• Unit ID by currency — different Bilanc unit ID per currency, for properties that operate in EUR + USD + ALL etc.

Permissions

Creating, editing, and deleting payment methods is gated by the Payments → Create / Edit / Delete role permissions. By default, only Admins have all three. Other roles (front desk, cashier, waiter) can use methods but can't change them.

Step 5 — Test it

Open any reservation, click Add Payment, confirm the new method appears in the dropdown. Take a small test payment (€1 of cash). Then check Reports → Transactions and verify it landed in the right account with the right fiscal method. Refund the test payment to clean up.