📌 This article answers the following questions:
- How do I record a payment made in cash, by cheque or by bank transfer in elloha?
- How do I schedule a payment to be received at a later date?
- What is the difference between a manual payment and a Stripe payment?
- How do I confirm receipt of a bank transfer in a booking file?
Why is this important?
Centralising all your payments, whether automatic or manual, allows you to:
Track your balances in real time: know exactly how much is still outstanding for each stay.
Simplify your bookkeeping: export clean, complete data without having to reconcile your ledgers.
Make your guest experience more professional: show your guests that their payment has been properly recorded in their booking.
Follow the step-by-step guide
Step 1: Access the booking file
To record a payment, you must first identify the relevant booking:
In the left-hand side menu of your elloha account, click on Bookings.
Open the booking file for which you wish to record a payment.
If you can’t find a booking, see our article on managing and searching for your bookings.
💡 Tip: You can also access a booking directly by clicking on the relevant block in your arrivals calendar.
Step 2: Go to the Payment tab
In the booking details, click on the ‘Payment’ tab.
This section centralises the transaction history and provides detailed tracking of payments linked to your customer’s booking.
⚠️ Please note: no payments can be added once the invoice has been issued or sent to your customer.
Step 3: Record a manual payment
To record a payment received directly from your clients, follow these steps:
Click the New transaction button, then select Add a payment.
Choose a payment method other than an online payment (cash, cheque, bank transfer, etc.).
To process the payment directly via credit card or send a secure payment link to your customer, please refer to the dedicated article: your payments with Stripe.
💡 Tip: This transaction allows you to indicate that the payment was made outside your virtual payment terminal and to update the booking balance on your calendar.
Step 4: Record the amount received
To update your client’s payment:
Enter the exact amount received.
Click Save to confirm the transaction, then Confirm.
📌 Good to know: By default, the transaction date will be today’s date. If you wish to schedule a payment for a later date, select the expected date of receipt of the funds.
Example: If you are due to receive a bank transfer from your customer in three days’ time, enter the expected date of receipt and save. You will then need to confirm receipt
⚠️ Please note: Scheduled payments are not triggered automatically by the system. You must manually approve each transaction via your interface on the scheduled due date.
Step 5: Check that the payment has been recorded
A new line will immediately appear in your transaction history showing the date, amount and payment method used.
In the case of a scheduled payment, the transaction line will inform you of the date and nature of the expected payment. Once the funds have been received, click on ‘Payment received’.
⚠️ Please note: Recording a manual payment is for information purposes only. It is intended for your internal records but does not trigger any actual movement of funds in your bank account (unlike a Stripe payment).
Key points
Immediate action: Get into the habit of recording the payment as soon as you receive the cheque or cash to avoid errors at the end of the month.
Visual confirmation: Once recorded, the payment appears in green in the history, confirming that the transaction has been correctly recorded.