Working with Expedia Managing Hotel Collect Reservations

Working with Expedia

Managing
Hotel Collect
Reservations

Managing Hotel Collect Reservations

Table of Contents

The Hotel Collect Reservation Process 3

Confirm Reservations 4

Reconcile Reservations 6

Invoices and Payments 8

Support 9

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Managing Hotel Collect Reservations

The Hotel Collect
Reservation Process

The traveler makes a reservation on one of The Expedia Group websites and pays later at the hotel.

You receive a booking notification and the reservation is considered confirmed.
You assign your own internal confirmation number to the reservation in Expedia® PatrnerCentral for
your own records. If your property is connected, this process will be done automatically.

XXXX XXXX XXXX XXXX You run a pre-authorization on the traveler’s credit card shown in the reservation details to ensure it is
valid.

The guest stays at your hotel.

You collect payment by charging the guest’s credit card at the time of stay.

XXXX XXXX XXXX XXXX

$
We will invoice you once a month, and you will send us compensation by direct debit, or by credit
card.

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Managing Hotel Collect Reservations

Confirm Reservations

When a traveler makes a reservation, it is considered confirmed. We encourage you to assign your own internal
confirmation number to the reservation for your own records.

1. Click To Confirm from the
Reservations Today section.

2. Enter your Hotel Confirmation
Number, and click Confirm.

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Managing Hotel Collect Reservations

Confirm Reservations

We suggest that you run a pre-authorization on the traveler’s credit card shown in the Reservation Details page to
ensure it is valid. This information is available for 72 hours from the time the reservation is made, and again from
the check-in date up to 7 days after check-out.

1. Click the Reservation ID to access
the reservations details.

2. Verify the traveler’s credit card
details.

Please note:

If you are unable to validate credit card details, you should first contact the
traveler to obtain a valid credit card number, using the contact information in
the Reservation Details page.

If you are unable to obtain a valid credit card, click Reject this reservation.
The reservation will be cancelled and the traveler notified.

Remember that you only have 72 hours after a reservation has been
made to reject it.

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Managing Hotel Collect Reservations

Reconcile Reservations

Cancellations, No Show, Modifications

If, due to reservation modifications, cancellations or a no show, the payment taken from the guest is different from the
amount showing in Expedia PartnerCentral, you will need to reconcile the booking to reflect the final amount the guest
paid. This will ensure that your invoices are correct. Otherwise, you will be invoiced for the booked amount, which may
result in you paying more compensation than you are contractually obligated to pay.

Please note that depending on your level of access, some of the options below might be disabled.

1. Click Reconciliations from the
Finance section.

2. Click Reconcile next to the
reservation you want to reconcile.

3. Choose the reconciliation type:
- Cancellation
- Modify Reservation, if the traveler
decided to stay longer or shorter
- No show.

Please note: 4. In case of a Cancellation, or No
show, enter the updated amount that
All bookings must be reconciled in Expedia PartnerCentral from the includes any cancellation, or no show
booking check-in date, until the fourth day of the month following penalties, and click Submit update.
check-out date. In case of a Modified reservation,
you can increase or decrease the
Cancelled bookings with a penalty can be reconciled beginning at the number of days and/or amounts
cancellation date and for four days following that date. charged.

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Managing Hotel Collect Reservations

Reconcile Reservations

Reservations With a Deposit

Guest credit card numbers will be available in Expedia PartnerCentral for 72 hours from the time of booking, so you
can charge the deposit as required.
If the deposit is not charged within the 72-hour period, you will need to reach out to the guest directly, to get new
payment details.

When a Guest Cancels, or Modifies a Reservation With a Deposit

If the guest contacts Expedia
You will receive an updated booking or cancellation notification, which will indicate the action you may need to take:
•• Refund the deposit to the guest if the cancellation is made in the outside cancellation window and no penalty

applies.
•• Do not refund the deposit to the guest if the cancellation is made in the inside cancellation window and a

cancellation penalty applies, or the deposit is non-refundable. No reconciliation is needed unless you decide to
reduce or waive the cancellation penalty charged to the guest.
If the guest contacts you directly
No cancellation notification will be sent from Expedia. You will need to make the changes in your own reservation
system, refund the deposit to the guest as appropriate and reconcile the cancelled, modified, or no show booking in
Expedia PartnerCentral.

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Managing Hotel Collect Reservations

Invoices and Payments

Receiving Invoices

You will receive your invoices from Expedia by email every month. You can also see your invoices in Expedia
PartnerCentral, by clicking Invoices and Credits from the Accounting menu.

Please note:
The person who is listed as the billing contact for your hotel in the Payment
Options and Contact Person page from the Accounting menu in Expedia
PartnerCentral will be the only one that receives the invoices via email, so it
is very important that you keep this information accurate and up to date at all
times.

Paying Invoices

All invoices are due within 14 days from invoice issue date.

Payment Methods

You can choose to pay your invoices by selecting one of the payment methods available:
•• Direct debit: This is the most effective way to send us compensation. You will receive an invoice each month and the

funds will be automatically debited from your account.
•• Credit card: Use your credit card to pay your invoices via Expedia PartnerCentral. If you are not using Direct Debit,

you will see a Pay Now option in Expedia PartnerCentral for fast, immediate payment.
•• Bank transfer: Use bank transfer to pay your invoices.
You can view, or change your payment method by clicking Payment Options and Contact Person from the Accounting
menu in Expedia PartnerCentral. You can also choose the language in which you receive your invoices.

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Managing Hotel Collect Reservations

Support

Expedia PartnerCentral Help Center

If you need more help on how to use Expedia PartnerCentral, please use the Help Center located at the top of any
page. In the Help Center you will find answers to frequently asked questions, step by step guides as well as training
videos. Enter a specific question or keyword and review the related search results to find the answer you need.

Payment or Invoice Questions

•• If you have payment or invoice queries, send these to [email protected]
•• If you need to update your banking information, contact [email protected]

Expedia Regional Support Team

For any additional requests or questions, please contact your regional support team by clicking Contact us from the
Expedia PartnerCentral Help Center. You’ll be able to submit your request online or contact us by phone using the
phone number corresponding to your country.

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