Deferred Deposits and Collections: FAQ
Frequently asked questions about deferred amenity deposits and the collect surface: what changes, when cards are charged, waived charges, manual payments, and processing fees.
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Does deferring my deposit change how much I owe? No. It only changes when the deposit is charged, never how much. Any required fee is still charged the moment you book either way.
Will my card be charged automatically once the deposit comes due? No. Nothing is ever charged without an action, either yours (paying early, or completing a sent link) or, if applicable, your own confirmation on a payment screen. Reminders and links are sent, but nothing charges silently in the background.
Can I still choose to pay everything up front? Yes. Turn the "Pay deposit now" toggle on at booking time and you'll pay the full amount, deposit included, in one payment, exactly like booking used to work.
What if I book too close to the start time to see the toggle? Your property sets a cutoff for how close to the start time deferral is allowed. Book past that cutoff and the deposit is automatically included in today's charge; there's nothing you need to do differently.
Is "Deposit due now" or "Overdue" a sign something went wrong with my booking? No. Your reservation stays exactly as confirmed as the moment you booked it. Those labels describe the deposit's timing only.
What happens if my deposit is waived? You're never charged for it. It shows as "Waived" on your booking, and no further action is needed from you.
Can staff charge my saved card directly through the collect surface? No. The Card option always sends a payment link that you complete yourself; nothing is charged to a stored card without your action.
Are optional items like a grill rental mandatory? No. An optional item only becomes a charge if you select it while booking, or if staff add it afterward at your request. Either way, it's a separate charge you (or staff, on your behalf) choose to pay.
Who can waive a charge? Only staff, board members, or PMs with amenity booking edit permission on the property. Residents can never waive their own charges.
Does a manual payment (cash, cheque, e-transfer) carry a processing fee? No. Processing fees only apply to card payments. A manual payment has no card behind it, so there's no fee.
Do I have to enter a payment reference when recording a manual payment? No, it's optional for every method, but strongly recommended, it's what shows up later in the Audit Log to help match the payment back to a physical record.
Can a resident record their own manual payment? No. Manual is staff-only. Residents pay by card, either through the app or a sent link.
Why does a waived charge sometimes read "Voided" instead? Almost always because the item being waived was one the resident added themselves while amending their own booking, rather than one staff added for them. It's a label difference only; the underlying money handling is identical in both cases.
Does collecting a deposit and an add-on together create two payment requests? No. If staff select more than one outstanding charge and choose Card, the resident receives one combined payment link for the whole amount, not one per line.