This guide explains the full process for adding additional charges (Guest Services) to a reservation and issuing an invoice, sending a payment link, and issuing a receipt.
■ How to register Guest Services (items) in Delta PMS (initial setup only)
Guest service items used as additional charges should be pre-registered in Delta PMS.
Go to Rates in the left menu → open Guest Services
Click “Add Item”
Enter the following information:
Item category
Item name
Price
Unit
※ The price set here can be a provisional value.
(The actual charge can be adjusted when adding the service to a reservation.)
Click “Add Item” to save
This can now be used when working in the Guest Services section of the booking details page ①.
① Adding Guest Services (Additional Charges)
■ How to add an additional charge to a reservation
Open the booking details page for which you want to issue a receipt, then follow the steps below:
Open the “Guest Service” tab in the booking details page and click “Add guest services”
Select the service to be added and enter the quantity
(The sell price can also be edited on this screen)
■ Charging Type selection
When adding a guest service, select one of the following options:
Payable (Settlement Required): When the guest will be charged
Non Payable (No Settlement Required): When recorded for tracking purposes only (e.g., complimentary service)
② Registering the Guest’s Email Address
Check the “Guest Information” section on the “Booking Details” screen.
Register the guest’s own email address to whom you would like to send the payment link and invoice/receipt.
※Please note that payment links, invoices, and receipts cannot be sent to Booking.com’s anonymous email addresses (●●●●@guest.booking.com).
Please make sure to register the guest’s personal email address.
③ Generating an Invoice
■ Invoice status before creation
Go to the Payment tab and review the charges.
At this stage, no invoice has been generated yet.
The items are in a “cart-like” state.
*You can edit the price using the Edit Price function.
■ How to generate an invoice
Click “Generate invoice”
Select the items to be included in the invoice
Edit the billing name if necessary (use the last name field for company names)
Click “Generate” to complete
■ How to cancel or correct an invoice
If changes are needed, click “Void Invoice”
Then regenerate the invoice using the same steps
④Payment Registration and Receipt Issuance
Click “Add Payment” in the payment list.
【Pattern A】Already paid (Receipt issuance only)
■ Payment registration
Select “Direct Payment” → Next
Select payment method: Manual payment
Select type: Other → Next
Select or add a payment method if necessary
Click “Add Payment” to complete
■ Download receipt (PDF)
Go to “Action” in the payment list and select “Download statement”
Enter billing name and select language, and download the file
Now the receipt is downloaded as a PDF
■ Sending receipt via email
※ Guest email address must be registered in advance
※ Emails cannot be sent to Booking.com anonymized addresses ([email protected])
Click “Send Payment Confirmation” from Action
Select language and click “Send”
→ The guest will receive an email with the receipt attached as a PDF
【Pattern B】Unpaid (Send payment link + invoice)
※ Guest email address must be registered in advance
※ Emails cannot be sent to Booking.com anonymized addresses ([email protected])
■ Sending payment link
Click “Direct Payment” → Next
Select payment method: Stripe
Select Credit Card (Scheduled Payment)
Click Next
※ Selecting “Flexible Payment” allows you to set a payment deadline (useful when granting payment grace periods)
Send the payment URL
→ The guest receives an email with a payment link and an invoice attached as a PDF
*This is a part of the email
By clicking “Make payment” in the email body, the payment page below opens.
■ After payment completion (automatic updates)
Once the guest completes the payment, the system automatically updates:
Payment status: Waiting payment → Paid
Payment date and amount are automatically recorded
A payment confirmation email is automatically sent
A receipt PDF is attached to the email
⚠️ Important Notes on Email Delivery
The email language is automatically selected based on the guest’s nationality
If the nationality is set to “Japan,” the email will be sent in Japanese
Emails cannot be sent to anonymized Booking.com addresses ([email protected])