Overview
If you switch to a different payment processing account, you'll need to reconnect BookingCentral to the new account. While this change only takes a few minutes, it's important to understand how it affects existing bookings, stored payment methods, and refunds.
This article explains what to expect and how to minimize disruptions to your operation.
How Existing Bookings Are Affected
When a customer makes a booking, the payment information is securely tokenized and associated with the payment processor account that was active at the time the booking was created.
After you connect BookingCentral to a different payment processor account, those previously saved payment methods are no longer associated with the new account. As a result, some payment-related actions on existing bookings will no longer work.
What Changes After Switching Payment Processors?
Existing Stored Credit Cards
Credit cards that were saved using your previous payment processor account will continue to appear on existing orders. However, they can no longer be used to process payments.
If you need to collect an additional payment on an existing booking, you'll need to request the customer's credit card information again so it can be securely saved under your new payment processor account.
Refunds for Previous Transactions
Refunds can only be processed through the payment processor account that originally processed the transaction.
After switching payment processor accounts:
- Refunds for payments processed through your previous account can no longer be issued from BookingCentral.
- If a refund is needed, you may be able to process it directly through your previous payment processor account, if it is still active.
- If your previous account is no longer available, you'll need to issue the refund using another method, such as cash or check.
New Bookings
Any credit cards added after connecting your new payment processor account will function normally.
You will be able to:
- Process new payments
- Charge saved cards
- Issue refunds
- Save payment methods for future use
No additional action is required for bookings created after the payment processor has been updated.
Best Practices to Minimize Disruptions
To help ensure a smooth transition, we recommend the following:
- Avoid changing payment processor accounts during your busy season. If possible, make the change during your off-season or a slower period when you have fewer active reservations.
- Complete refunds before switching accounts. If you anticipate refunding recent bookings, process those refunds before connecting your new payment processor.
- Wait until most existing reservations have been completed. The fewer active bookings tied to your previous payment processor account, the fewer customers you'll need to contact for updated payment information.
- Notify your staff before making the change. Make sure employees understand that existing stored credit cards cannot be charged after the switch and that customers may need to provide their payment information again.
- Keep your previous payment processor account active temporarily, if possible. Maintaining access to your previous account can make it easier to review historical transactions and process refunds that occurred before the change.
Frequently Asked Questions
Will I lose my booking history?
No. All bookings, customer records, invoices, and payment history remain in BookingCentral. Only the stored payment methods are affected.
Can I continue charging credit cards saved before the change?
No. Those payment methods are securely linked to your previous payment processor account and cannot be used after switching.
Will new bookings work normally?
Yes. Once your new payment processor account is connected, all newly entered payment methods can be charged and refunded as usual.
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