Payment Configuration by Sales Channels (OTAs)
Overview
Not all bookings are paid the same way—and understanding how different OTAs (Online Travel Agencies) handle payments is crucial for managing your reservations, payouts, and accounting accurately.
This guide breaks down:
How payments are collected based on the booking source (Airbnb, VRBO, Booking.com, or direct)
Whether you or the OTA is responsible for charging the guest
How to set up and control automated payment collection workflows using Rental Ninja's Payment Gateway (Stripe)
Whether you're letting the OTA handle payments or managing them yourself through Stripe or manual invoicing, we've got you covered.
Payment Collection by Booking Source
🏠 Airbnb
Airbnb handles all payment processing on your behalf.
Payout is released 24 hours after check-in.
Airbnb may also collect and remit taxes, depending on location.
👉 No configuration is needed in Rental Ninja for Airbnb payments.
🏡 VRBO
If using VRBO’s integrated system:
Payouts are sent 1 business day after check-in via direct deposit.
Taxes are not handled unless required by law.
If using your own payment processor (e.g., Stripe):
Enable Downpayment settings in Rental Ninja.
Set "Percentage of final price = 100%" for full payment at booking.
You are responsible for payment processing and tax setup.
🧾 Booking.com
✅ Payments by Booking.com
Booking.com collects and deposits payment to your bank account 1–7 days after check-in.
Must be configured directly via the Booking.com extranet.
🧍♂️ Host-Managed Payments
You must collect payment via a third-party service (e.g., Stripe).
Rental Ninja does not handle credit card processing for safety reasons.
Guests will receive an automated payment request email with a secure payment link to complete their booking.
📌 Set up your Payment Gateway to automate this process (see below).
🌐 Direct Website Bookings
You collect all payments via Stripe or another external service.
Available payment flows:
Full payment upfront
Deposit + balance before check-in
Manual invoicing
💡 Taxes, fees, and deposit rules must be manually configured within Rental Ninja.
⚙️ Configuring Payment Collection in Rental Ninja
If you're managing payments for any OTA (VRBO or Booking.com - host-managed) or direct bookings, follow these steps:
Step 1: Connect Your Payment Gateway
Go to Settings → Payment Gateway
Click Connect with Stripe, or link your existing Stripe account.
Step 2: Define Payment Collection Rules
Under each Rental, navigate to Deposit & Funds
Set a Down Payment percentage or choose 100% for full payment
Configure Damage Deposit handling (optional)
Step 3: Activate Automated Payment Emails by Sales Channel
In Settings → Payment Gateway, click Edit
Scroll to Booking Sources
Choose which OTAs or sources (e.g., VRBO, Booking.com, Direct) should receive automated payment request emails
Click Save
Once enabled, Rental Ninja will send guests a payment link by email after booking, tailored to the channel's requirements.
🛠️ Configuration Options Overview
Setting | Description |
|---|---|
Booking Sources | Choose which sales channels trigger automatic payment emails via the gateway |
Payment Gateway | Enable or disable Stripe for specific rentals |
Damage Deposit | For stays under 7 days: pre-authorization. For stays over 7 days: full charge + refund reminder task |
🔍 Summary: Who Handles the Payment?
Booking Source | Who Collects Payment? | Setup Needed in Rental Ninja? |
|---|---|---|
Airbnb | Airbnb | ❌ No |
Booking.com (Auto) | Booking.com | ❌ No (setup on Extranet) |
Booking.com (Manual) | You (via Stripe/payment link) | ✅ Yes |
VRBO (Auto) | VRBO System | ❌ Minimal |
VRBO (Manual) | You (via Stripe) | ✅ Yes |
Direct Bookings | You (Stripe or invoice) | ✅ Yes |
🚨 Important Notes
Disabling Stripe for specific properties will stop automated payment emails for those rentals.
Changes take effect immediately after saving.
You can enable or disable damage deposit handling depending on stay length.
Team Members must have the appropriate permissions to access and configure payment settings.
🧠 Pro Tips
Use automated payment emails to avoid chasing down guests for payments manually.
Always double-check your Down Payment settings for each rental.
Consider using manual invoicing for niche or B2B bookings.
🧾 Related Articles
How to Set Up Payment Schedules
Configuring Fees and Services
Automating Guest Payment Reminders
How to Add Damage Deposits