Batch payment file

🇳🇱 Nederlandse vertaling

Do you want to make bulk payments to guests and/or owners? This is possible if the IBAN number is known. For this you create a SEPA batch file. You can upload this file at your bank so that they get paid. In this support article we explain how to do this.

1. Creating a payment batch
2. Viewing of created payment batches
3. Changing or reversing a created payment batch
4. Re-exporting a payment batch
5. Excluding invoices from a payment batch afterwards
6. How can I refund only some reservations and not all?
7. Bank batch limit transfer

Creating a payment batch

You can manually reverse a payment per invoice. It's a lot faster if you do this in bulk. This can be done by means of a payment batch.

1. Go to the Financial tab;
2. In the right submenu, click Invoices to pay;
3. Use the filters to filter out the appropriate invoices;

Tip: by default we show (up to) 25 invoices on the page. You can choose to show up to 500.

4. Select one or more invoices using the checkboxes on the left for the invoice;

Tip: select only invoices with an entered IBAN number, for this you can check the box in the filtering. Only invoices linked to an IBAN number can be paid by the bank via a batch file.

5. In the yellow bar, click + Create payment batch;
6. Enter a reference of your own choice. The reference is external, because it is shown to the recipient of the payment as the subject of the transaction. The correct invoice number is added automatically;
7. You now see an overview of the payment batch. At the top right you can use the blue button to export the payment batch;
8. Read the batch file at the bank. Is the payment via the bank successful? Then confirm the refund in Booking Experts. This will mark the refundable amounts as paid.

Viewing of created payment batches

Would you like to view a payment batch already created? You can!

1. Go to the Financial tab;
2. In the right submenu, click Invoices to pay;
3. Click on Payment batches, under the title Invoices to be paid;
4. By clicking on the appropriate reference, you can view the payment batch.

Changing or reversing a created payment batch

Re-exporting a payment batch

Do you want to re-export a payment batch because you have lost it, for example? Then you do that as follows.

1. Go to the Financial tab;
2. In the right submenu, click Invoices to pay;
3. Click on Payment batches, under the title Invoices to be paid;
4. Click on the appropriate reference;
5. Haven't confirmed the batch yet? Then you can export it directly at the top right. Has the batch already been confirmed? Then you will first have to reverse it. Then you can download the batch again.

Excluding invoices from a payment batch afterwards

For example, did you change an invoice and want to change the payment batch? Then you do so as follows.

1. Go to the Financial tab;
2. In the right submenu, click Invoices to pay;
3. Click on Payment batches, under the title Invoices to be paid;
4. Click on the appropriate reference;
5. Haven't confirmed the batch yet? Then you can delete it directly at the top right. Has the batch already been confirmed? Then you can reverse first at the top right. Then you can select the desired invoice with the checkbox on the left and remove it from the batch. Then you export the batch again. After reading it in at the bank, you can confirm the payment.

How can I refund only some reservations and not all?

Want to include only a few invoices in a payment batch? You can! We'll explain how to do that here.

1. Go to the Financial tab;
2. In the right submenu, click Invoices to pay;
3. If necessary, use the filters (e.g. only reservation invoices) or search for e.g. a channel and select one or all invoices on the left side. Next you make the batch file from this selection. After reading in the bank, you can confirm the batch.

Bank batch limit transfer

Does your bank impose a limit on bulk repayments? If so, you can consider this when you create the batch or you can make the payment batch smaller afterwards. We explain here how you can reverse a payment batch afterwards. We explain how you can take the bank limit into account.

Our advice is to make several smaller batches. When creating a batch file, we show a default (maximum) of 25 invoices on the page. This is probably not enough. You can choose to show a maximum of 500 invoices. If you make the batch for example for a maximum of 100 invoices at the same time, you will be less likely to go over the limit of the bank. Depending on the amount of your refunds and the bank limit, you can choose the number of invoices per page you want to show.