When guests purchase items through Guestbook Extras, their credit card is authorized for the total order amount, but payment is not charged immediately. As a property manager (PM), you will receive a notification and can manage the order from the Orders page.
Order Flow: From Placement to Fulfillment
Order Placement & Notification
When a guest places an order, their credit card is authorized for the total amount.
You will receive a notification in RueBaRue messages that an order has been received.
The guest receives a confirmation email with the order details.
A new order is created with:
Payment Status: “Authorized”
Order Status: “New”
Reviewing & Managing Orders • The order appears on the Orders page for the property manager.
If required, you can adjust the order by:
Canceling the entire order (setting quantity to zero).
Reducing the number of items in the order.
Communicating changes with the guest via text.
If you need confirmation from the guest:
Click the hourglass icon to set the order status to “Awaiting Guest Response.”
Once a response is received, switch the order status back to “New.”
Confirming & Charging Payment
Click “Approve & Submit for Payment.” to approve an
The credit card is charged for the final amount.
The Payment Status changes to “Paid.”
The Order Status changes to “Pending Fulfillment.”
The guest receives a confirmation text with a link to the final order details.
Fulfilling the Order •
When an item is fulfilled, you can mark individual items as completed and text the guest for updates.
If some items are still pending, the order status updates to “Partially Fulfilled.”
Once all items are fulfilled, set the order status to “Fulfilled.”
Additional Order Management Features
Filtering & Exporting Orders
You can filter orders by date to easily view past and pending orders.
Refunds & Cancellations
Cancel Before Payment: Before submitting for payment, cancel the order by setting the quantity to zero or canceling the order.
Refund After Payment: If a refund is needed after charging the card:
Refund the payment, and the Payment Status updates to “Refunded.”
The Order Status updates to “Canceled” or “Refunded.”
Summary of Order Statuses & Payment Statuses
Action | Order Status | Payment Status |
Order placed | New | Authorized |
Awaiting guest confirmation | Awaiting Guest Response | Authorized |
Order submitted for payment | Pending Fulfillment | Paid |
Partially fulfilled | Partially Fulfilled | Paid |
Fully fulfilled | Fulfilled | Paid |
Order canceled before payment | Canceled | Canceled |
Order refunded after payment | Refunded | Refunded |