In this article, we introduce the functionality of creating payment links directly in the HotelTime application.


This feature offers several benefits:


  • Simplified payment process – the guest completes the payment independently.
  • Reduced administrative workload – fewer manual operations for staff.
  • Increased guest convenience – the guest has full control over the payment.
  • Chargeback protection – the guest actively completes the payment in 3DS mode.
  • Opportunity for upselling – the ability to send guests a link for additional services payment.



Activation of Payment Link Function

If you are interested in this feature, contact your sales representative. They will provide you with a simple questionnaire to complete.


Based on the questionnaire, customer support will enable the feature and grant access to the specified user groups.



In the questionnaire, you will enter the link to your general terms and conditions. Please inform us if this link changes in the future.



Creating a Payment Link

In the reservation or room detail, go to the Credit Cards section and click on Create Payment Link.


In the pop-up window, you can modify the link according to your needs:

  • Change the currency
  • Adjust the amount to be paid
  • Set the link’s validity period


The Transaction description field is automatically filled with the reservation number but can be edited as needed. This label is visible to the guest during payment and appears in the Adyen portal.



Automatic creation of deposit invoice:


After the guest pays via the link, HotelTime automatically generates a deposit invoice. If you do not wish to generate a deposit invoice for a specific link, select Do not automatically create a deposit invoice. In this case, an external payment will be created in the reservation upon payment, which you can manually reconcile later.



If a reservation is cancelled and the payment link would subsequently be paid, a deposit invoice is created with a link to the cancelled reservation. If the option not to create a deposit invoice was selected when creating the link, a pending external payment will be created.
Both the deposit invoice and the pending external payment can be used, for example, to settle cancellation fees or to transfer them to another reservation or to a paymaster.



Clicking Create generates the payment link, which can be copied (Ctrl+C).



The link details are stored in the reservation and can be managed as follows:


  • Clicking on the first icon opens the link details and allows you to copy it.
  • The envelope icon enables sending the payment link via email directly from HotelTime.
  • The red cross icon cancels the link, making it invalid.



Clicking Send queues the email with the payment link, which will be sent within a maximum of 10 minutes.



Payment via Payment Link

When the guest clicks on the payment link, they are redirected to the Adyen payment application. First, they must agree to your terms and conditions.



Then, they enter their payment card details or choose a digital wallet payment method. The total amount and the transaction description you specified are clearly displayed.




Tip: Filling in the Transaction description when creating the link can help guests understand what their payment is for.


Once the payment is successfully completed, the following changes occur in HotelTime:

  • The link status changes to Completed.
  • If deposit invoice creation was enabled, the system automatically generates it in the reservation.
  • If deposit invoice creation was disabled, an external payment is created in the reservation.


Option with automatic deposit invoice:


Option without automatic deposit invoice (payment only):


Automatic Sending of deposit invoice via e-mail

Soon, it will be possible to have the deposit invoice sent to the recipient’s e-mail. If when creating the payment link you choose to have the deposit invoice created, it can be sent by the system to the corresponding e-mail address. 


Tip: If you manually sent the payment link to a different email address (e.g. using your email provider), we recommend verifying that the reservation partner’s email is correct so that the invoice is sent to the appropriate recipient.


Customer support can assist you in verifying and configuring email templates if necessary.


The newly created deposit invoice is automatically settled with the same payment type as deposit invoices generated via the standard online payment module. The payment is recorded in the same payment journal, requiring no accounting adjustments.



Payment Link Report

Through Sales → Payments → Payment Links, you can track all created links for the entire property.


The report can be filtered by creation date, user or link status. You can click through to the linked reservation’s details and individual links can be invalidated by clicking the red cross icon on the right side of the report.


Tip: You can also track the creation, cancellation and emailing of links in the reservation history and Audit trail.



Refund of payment link payments

Soon, it will also be possible to refund payments made via payment links. The procedure will be the same as is when refunding online payments. First, cancel the deposit invoice:



Then via Sales →  Payments → Pending external payments make the refund by clicking on the red cross:




If the payment link was created without Deposit invoice, you can make the refund by clicking on the red cross directly in the reservation detail.


Managing Payment Links in the Adyen Portal

On request, selected users will be granted access to the Pay by Link section in the Adyen portal menu, where payment links can be managed and cros-controlled.



Clicking the link ID in the first column of the report takes you to its details, where you can see the transaction description you entered when creating the link in HotelTime. If the link is already paid (marked as Completed in Adyen), the payment appears in the transaction list, just like standard online or terminal payments.


Tip: Payment links can also be created directly in the Adyen portal under Payment Links. Note! These manually created links are not connected to HotelTime, and received payments must be manually entered into the application.


If you have any questions or suggestions, do not hesitate to contact our customer support.