For a direct vacation-rental booking, disclose the security deposit before confirmation, request authorization close enough to arrival that the hold can cover the stay and inspection, and verify the confirmed funds before check-in. Keep the accommodation payment separate. A sent deposit link is not proof that the guest authorized a card hold.
This guide is for holiday-home owners and property managers taking direct bookings. Its practical contribution is a booking-to-deposit reconciliation sheet and guest message template. It is not a property-management-system comparison or a promise of automatic integration with your booking calendar.
First check where the booking came from
Your own direct-booking policy does not override a marketplace's rules. Airbnb says most hosts cannot charge security deposits, including outside its platform. It describes limited exceptions with disclosure requirements. Do not send a PayRequest deposit link to an Airbnb guest simply because it works for direct guests.
For other channels, check your current channel agreement and account eligibility. Keep a channel field in the booking record so staff cannot apply the direct-booking process indiscriminately. Long-term residential tenancies can have separate deposit-protection requirements; this holiday-stay workflow is not a statutory tenancy-bond service.
Choose the collection method before publishing your policy
| Method | Guest's experience | Operational requirement |
|---|---|---|
| Card pre-authorization | Available funds are temporarily reserved | Inspect and decide before the real authorization expires |
| Collected refundable payment | Money is charged, then the unused amount is refunded | Track the liability, refund and applicable fees separately |
| Marketplace damage process | Handled under channel-specific rules | Follow the permitted channel process and deadlines |
A refund and a release are different events. Describe the method accurately in the booking terms, confirmation and guest message. PayRequest's Stripe security-deposit flow uses card authorization followed by release or final capture. It does not automatically turn an expiring hold into a refundable payment.
Build a check-in readiness sheet
Use one row per booking with these fields. This is a suggested spreadsheet or PMS record, not a claim that PayRequest automatically synchronizes them.
| Field | What staff must verify |
|---|---|
| Booking and property reference | Same property, guest and stay dates as the deposit request |
| Booking channel | Direct booking or an explicitly permitted channel workflow |
| Amount and currency | Match the disclosed terms |
| Authorization status | Confirmed funds, not merely a sent link |
| Capture deadline | Later than the planned inspection and decision |
| Guest contact | A verified contact for unresolved authorization |
| Checkout and inspection | Named responsible person and backup |
| Settlement | Released amount or supported final charge recorded |
Run the sheet before the arrival handover. If an authorization is still processing, verify its outcome before sending a duplicate request. A guest's bank may label an authorized card transaction pending; use the merchant status to establish whether PayRequest has confirmed funds reserved.
When should you send the card authorization link?
Disclose the deposit when booking, but plan authorization backward from checkout and inspection. Sending the link and obtaining authorization are separate events: sending reserves no funds. Do not authorize weeks ahead without checking how validity will cover inspection.
For an illustrative October 9–11, 2026 weekend, use the property’s local timezone:
| Time | Action | Check |
|---|---|---|
| Booking | Disclose €400 and terms | Permitted channel and clear agreement |
| Thursday October 8 | Send the link at the agreed time | Message, reference and contact |
| After authorization | Open the deposit record | Authorized / Funds reserved and actual deadline |
| Friday October 9, 17:00 | Arrival | Confirmed hold and sufficient deadline |
| Sunday October 11, 11:00 | Checkout | Record return and visible condition |
| Sunday October 11, noon | Finish inspection, then decide | Release or capture justified costs before expiry |
This is an example, not a duration guarantee. The granted deadline must fall after inspection and the capture decision, with a buffer suitable for your operation. If inspection moves to Monday, recalculate before arrival.
Stripe explains authorization windows and expiry. Card, transaction type and eligibility matter. A configured duration or request for extended authorization does not prove it was granted. Agree on a compatible mechanism for long stays before confirmation.
If authorization fails before arrival
Pending / Waiting for customer means the guest still needs to complete secure authorization. Check existing requests before creating duplicates. Ask the guest to check their payment method and bank authentication, or agree on a compatible alternative.
Processing authorization still needs provider confirmation. If it persists, contact support with the reference; do not present it as authorized. Assign an owner for exceptions before check-in.
Released or Expired cannot be captured. Agree on a new request if money remains due; never capture the whole deposit merely to prevent expiry or add surprise arrival conditions. See the expired-authorization guide.
Use the deposit-link guide without a terminal for setup, or the love room guide for romantic suites.
A guest message you can adapt
Replace every bracketed field and use this text only where the booking terms permit the described card hold:
Your stay at [property] is from [arrival] to [departure]. As stated in your booking terms, please authorize a [currency and amount] security-deposit card hold using [secure link] by [date and time]. This reserves available funds; it is separate from your accommodation payment.
We inspect the property by [date and time]. If there is no supported claim under the agreed terms, we will release the hold. If we identify a charge, we will explain the itemized amount and evidence. Your bank controls when a released hold disappears from your available balance. Contact [verified business contact] if you need help completing authorization.
Check that your actual operations meet those promises. Never ask a guest to send their full card number or security code in a reply. A business-branded explanation and matching booking reference give guests a way to recognize the request.
Settle the whole booking after inspection
Compare the arrival record, checkout inspection, terms and itemized costs. Suppose a €400 hold supports a documented €75 charge. A final partial Stripe capture in PayRequest charges €75 and releases €325. Complete the review before confirming because the released €325 cannot fund a second capture from the same authorization.
If the property is returned without a supported claim, release the hold and record the outcome. If the guest cancels before arrival, keep the cancellation fee decision separate from the security hold; see releasing a canceled rental hold.
Start with one direct booking in PayRequest
Use the security-deposit feature, connect your supported provider and create a deposit link for an agreed booking. After authorization, open Security Deposits and select the customer name or View Deposit to inspect the status and deadline. Use release or the available capture action only after the appropriate review.
Free currently allows 1 active deposit and 3 new deposits per month. A manager with simultaneous arrivals should check the dashboard allowance and current plans first. The current Stripe deposit capture has €0 PayRequest platform fee; Stripe processing fees and any subscription are separate. Ordinary booking payments follow their own fee rules.
For setup details, follow security-deposit links with Stripe. The first useful milestone is one confirmed authorization that staff can match to the correct stay, then a correctly recorded release or supported capture.
Editorial note: prepared 13 September 2026 with application-code and official policy checks. AI assisted with writing and the illustrative cover. The sheet, message and amounts are original examples, not a live guest booking or a tested PMS integration.
Prepare your deposit link before arrival
Prepare your deposit link before arrival.
Timing and failed-authorization procedure updated October 2, 2026. Illustrative schedule, no real transaction.
