Integrated payment processing for hospitality operators

Every dollar has a paper trail. Now it’s one piece of paper.

A guest pays for four nights at Harbor View 4B. Apex takes the card, posts the entry itself, and carries the money into the bank deposit and onto the owner’s statement.

Payments, inside the PMSReservation payment · card numbers go straight to the processor

Animation: a reservation in Apex for four nights at Harbor View 4B with a balance due. Staff take the payment by card on file, and it is authorized and then captured. The money then moves along a track from the card, to the card clearing account, to a bank deposit, to the owner statement, and the balance due drops to zero.

Payment processing built into your property management software

One history per dollar. No sequels.

The payment and the books agree. They were there together.

Apex takes the card and writes the entry itself. Card, cash and check each wait in their own clearing account until a deposit moves them to the bank. Nothing pools into one mystery line.

  • A clearing account per payment method
  • Deposits move the money to the bank
  • See what isn’t reconciled yet

Animation: over a photo of a card payment at a counter, a card payment, a cash payment and a check are taken on three reservations. Each lands in its own Undeposited Funds clearing account. Then a bank deposit gathers the cash and the check and moves them to the operating bank account, marked unreconciled until the bank statement is matched.

Closed months, now staying closed.

You know the balance nobody can explain. It usually turns up in a month you already closed. In Apex, an entry dated into a reconciled month is refused, and the message names the bank that stopped it.

  • Every journal belongs to one fund
  • Final close waits for bank reconciliation
  • Last year still matches last year

Animation: the accounting period status for the trust fund. Someone tries to post a journal dated August 14, and Apex refuses it because the trust bank is reconciled through August 31, naming the bank. Last year's months all show Final.

Owners get paid from the statement, not from memory.

Rent posts to the owner ledger night by night, with your commission right beside it. Approving the statement freezes each owner’s share and creates the bill that pays it.

  • Rent and commission post nightly
  • Approval creates the payable bill
  • Split owners each get their share

Animation: an August owner statement for Harbor View 4B. Nightly rent and commission lines add up, the manager approves the statement, and it creates two payable bills, one for each owner in a sixty forty split, paid by ACH and by check.

Guests get in once they’ve paid. Awkward conversations not included.

Guests pay their balance in the Guest Portal. The door code stays masked until your requirements are met: agreement signed, balance paid, deposit authorized. Then they tap to see it, and the tap is logged.

  • Guests sign in with a one-time code
  • Codes unlock when requirements are met
  • Every reveal logged on the reservation

Animation: over a photo of a keypad lock on a wooden door, the Guest Portal on a phone. The agreement is signed but the door code is locked while a balance is due. The guest pays the balance, the requirements tick off, the door code unlocks, the guest taps to reveal it, and the reveal is logged.

Payment processing features for vacation rentals, RV parks, hotels and marinas

The boring parts, done properly.

Card on file, card not present, or a tap on a terminal, from the reservation or the POS. Card numbers go straight to the processor. Apex keeps the last four.

One card tender, three ways to take it

Hospitality payment processing FAQs

Questions about money, answered plainly.

What are embedded payments in a property management system?

Embedded payments means the property management system processes the card itself and writes the accounting entry, instead of handing the payment to a separate gateway and importing a summary later. In Apex, card payments run inside the product, post to a clearing account, move to the bank in a deposit, and flow on to owner statements.

How do vacation rental owners get paid?

From approved owner statements. Rent posts to the owner ledger night by night, with commission beside it. Approving a statement freezes each owner’s share and creates a payable bill, paid by check, ACH, NACHA or wire. Owners who split a unit each get their own share and payout details.

Are security deposits kept separate from our operating money?

In the books, yes. Refundable security deposits sit on their own folio against the trust fund’s Security Deposit liability, so they never mix with revenue you have earned. You set how many days a deposit is held, and releasing one early takes a permission and a reason.

Does Apex store guests’ card numbers?

No. Cards are typed into the processor’s own fields, so the number goes straight to the processor. Apex keeps a token and display details such as the brand and last four digits, never the full card number or security code.

What happens to cards that come in with channel bookings?

They are saved as channel cards, labelled Channel card or Channel virtual card with the last four digits, and charged through your own payment account. A channel card is never the guest’s default, is never offered to the guest in the portal, and can’t be used for a security deposit or damage hold.

Does it work for RV parks and campgrounds?

Yes. Payments in Apex work the same for every kind of property. RV parks and campgrounds take cards at the office or the camp store on a card reader, and those payments go through the same clearing accounts, deposits and reconciliation.

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See where the money goes. Spoiler: where it’s supposed to.