Travel Payment Processing
Secure Solutions for Travel & Tourism Businesses
Accept Global Payments, Reduce Chargebacks, and Grow Your Travel Business
Coastal Pay’s travel payment processing is built for the unique challenges of the travel and tourism industry. Accept payments from customers worldwide (150+ currencies), process deposits and full payments securely, handle booking modifications and cancellations efficiently, integrate with travel booking systems, reduce chargebacks with robust fraud prevention, and save 25-40% on processing costs with transparent interchange-plus pricing.
Why Travel Businesses Choose Coastal Pay:
- Multi-currency payment acceptance for international travelers
- Specialized chargeback protection for travel disputes
- High-ticket transaction support ($5,000-$50,000+)
- Booking engine and GDS integration
- Flexible payment plans and deposit scheduling
- PCI Level 1 compliance for secure card storage
- 24/7 global support across time zones
Why Travel Payment Processing is Different
Travel businesses face unique payment challenges that generic processors can’t handle effectively.
Travel Industry Payment Challenges
High chargeback risk:
- Travel industry chargeback rate: 1.0-2.5% (vs. 0.3% retail)
- “Services not provided” disputes
- Weather/emergency cancellations
- Trip dissatisfaction claims
- Booking confusion disputes
- Family dispute chargebacks
- Fraud and stolen card use
Card-not-present transactions:
- 95%+ of bookings made remotely
- Online, phone, email reservations
- Higher fraud risk than in-person
- Requires advanced verification
- 3D Secure authentication needed
- International fraud patterns
Extended time between payment and travel:
- Book 3-12 months in advance
- Payment today, service months later
- Authorization holds expire
- Customer circumstances change
- Card expiration before travel
- Chargeback window concerns
Large transaction amounts:
- Average transaction: $2,000-$5,000
- Luxury travel: $10,000-$50,000+
- Group bookings: $25,000-$250,000+
- Cruise packages: $5,000-$30,000
- All-inclusive resorts: $3,000-$15,000
- Multi-destination trips: $8,000-$40,000
Deposit and payment plans:
- Initial deposit (20-50% of total)
- Multiple milestone payments
- Final payment 30-90 days before travel
- Installment plans for affordability
- Automatic payment scheduling
- Failed payment handling
Complex cancellation and refund policies:
- Tiered cancellation penalties
- Non-refundable deposits
- Supplier-specific policies
- Force majeure exceptions
- Partial refund calculations
- Administrative fee retention
- Travel insurance coordination
International and cross-border payments:
- Customers in 50+ countries
- Multiple currencies required
- Currency conversion complexity
- International card acceptance
- Cross-border fraud risk
- Regional payment preferences
- VAT and tax considerations
Seasonal volume fluctuations:
- Peak booking seasons (January, summer)
- Off-season low volume
- Holiday surge periods
- Event-driven spikes
- Cash flow management
- Processing capacity needs
Regulatory compliance:
- Travel seller registration requirements
- State bonding requirements
- ARC/IATA compliance (for air)
- Consumer protection laws
- GDPR for European travelers
- Payment Card Industry (PCI) standards
- Data security regulations
How Coastal Pay Solves Travel Payment Problems
Chargeback protection for travel:
- Travel-specific dispute codes expertise
- Evidence collection tools
- Service delivery documentation
- Booking confirmation records
- Cancellation policy enforcement
- Email communication archives
- Representment success optimization
- 3D Secure authentication reduces disputes 40-60%
Advanced fraud prevention:
- Real-time fraud scoring (travel patterns)
- AVS and CVV verification
- 3D Secure authentication
- Device fingerprinting
- Velocity controls (multiple bookings)
- Geolocation verification
- High-risk country monitoring
- Travel-specific fraud patterns
- Stolen card detection
Large transaction support:
- No artificial transaction limits
- High-ticket authorization expertise
- Graduated deposit processing
- Payment plan management
- Automatic payment scheduling
- Failed payment retry logic
- Balance tracking and reminders
Multi-currency processing:
- 150+ currencies accepted
- Dynamic Currency Conversion (DCC)
- Real-time exchange rates
- Multi-currency settlement options
- Transparent conversion fees
- Local currency booking pages
- International card optimization
Booking system integration:
- Travel booking software APIs
- GDS integration (Sabre, Amadeus, Travelport)
- Channel manager connectivity
- Website booking engine embedding
- Mobile app payment SDKs
- Back-office system sync
- Automated reconciliation
Payment flexibility:
- Deposit processing
- Payment plans (installments)
- Split payments (multiple cards)
- Scheduled future payments
- Balance due reminders
- Auto-pay enrollment
- Card updater service (expired cards)
Travel Payment Processing Solutions
Online Booking Payment Integration
Seamless payment acceptance on your travel website.
Booking engine integration:
Payment capture options:
- Full payment at booking (best for low-cost trips)
- Deposit at booking + balance before travel (most common)
- Hold authorization only, charge later (flexible)
- Payment plan enrollment (installments)
- Split payment (multiple travelers/cards)
- Group booking deposits with rooming lists
Embedded payment forms:
- PCI-compliant hosted payment pages
- Seamless iframe integration
- Match your website branding
- Mobile-responsive design
- SSL security (HTTPS)
- Saved payment methods (returning customers)
- Guest checkout option
- Multiple currency display
Booking confirmation flow:
- Immediate payment authorization
- Real-time booking confirmation
- Email confirmation with itinerary
- Payment receipt included
- Cancellation policy clearly stated
- Balance due reminders scheduled
- Customer account creation
- Mobile confirmation accessible
Travel booking platforms supported:
Tour operator software:
- TourCMS
- Rezdy
- Checkfront
- Bokun
- FareHarbor
- Peek
- Zaui
- Xola
Travel agency software:
- Traveltek
- Travel Studio
- Tourplan
- Tramada
- Softrip
- TravelWorks
- Symphonie
Vacation rental platforms:
- Streamline
- LiveRez
- Escapia
- BookingSync
- Guesty
- Hostfully
Custom booking engines:
- RESTful API integration
- Webhook notifications
- Real-time availability sync
- Payment status callbacks
- Booking confirmation data
- Cancellation handling
Payment Plans and Scheduled Payments
Payment plan structures:
Deposit + balance model:
- Deposit: 20-50% at booking
- Balance: Due 30-90 days before departure
- Automatic reminders sent
- Failed payment retry (3 attempts)
- Credit card updater (expired cards)
- Balance payment notifications
Example: $5,000 tour package:
- Booking: $1,500 deposit (30%)
- 60 days before: $1,750 (50% of remaining)
- 30 days before: $1,750 (final payment)
- Total: $5,000 in 3 manageable payments
Installment payment plans:
- Monthly payments over 6-12 months
- Equal installments
- Automatic monthly charging
- Pay-as-you-go booking
- Early payoff option
- No interest charged (built into price)
Example: $8,000 honeymoon package:
- 8 monthly payments of $1,000
- Automatic monthly charging
- Email reminders before each charge
- Flexible modification before final payment
- Makes luxury travel accessible
Custom payment schedules:
- Milestone-based payments
- Event-triggered payments (visa approval, etc.)
- Flexible due dates
- Multiple payment methods per schedule
- Corporate billing terms (NET 30/60)
Payment plan features:
Automatic processing:
- Scheduled payment execution
- Credit card charging on due dates
- ACH/bank transfer scheduling
- Email notifications before charge
- Receipt delivery after payment
- Failed payment notifications
Payment management:
- Customer payment portal
- View upcoming payments
- Make early payments
- Update payment method
- View payment history
- Download receipts
Failed payment handling:
- Automatic retry (3 attempts over 7 days)
- Email and SMS notifications
- Manual payment link sent
- Booking hold/cancellation warnings
- Grace period before cancellation
- Customer service escalation
Virtual Terminal for Phone and Email Bookings
Virtual terminal features:
Payment processing:
- Secure web-based entry
- No software installation
- Works on any device/browser
- PCI-compliant (no card storage)
- Real-time authorization
- Email receipt to customer
Use cases:
- Phone reservation bookings
- Email inquiry conversions
- Trade show lead follow-up
- Referral bookings
- Emergency booking changes
- Concierge service bookings
- Corporate travel management
Data entry:
- Card number, expiration, CVV
- Billing address (AVS verification)
- Customer contact information
- Booking reference number
- Trip description/itinerary
- Invoice number attachment
- Custom fields (passenger info, etc.)
Security and verification:
Fraud prevention:
- AVS (Address Verification System)
- CVV verification required
- 3D Secure authentication option
- IP address logging
- Device fingerprinting
- Real-time fraud scoring
- Customizable risk rules
Record keeping:
- Transaction history searchable
- Customer communication logs
- Booking notes and details
- Payment receipt archives
- Dispute evidence storage
- Audit trail maintenance
Staff management:
- Individual user logins
- Role-based permissions
- Activity tracking per user
- Transaction limits by user
- Manager approval workflows
- Performance reporting
Mobile Payment Solutions
Mobile payment scenarios:
Tour and activity operators:
- Walk-up ticket sales
- Day-of-tour payments
- Upsell opportunities (photos, merchandise)
- Tip/gratuity processing
- Last-minute bookings
- Group leader payments
Travel agents and advisors:
- Client meeting payments
- Travel show booth sales
- Home office consultations
- Deposit collection on-site
- Contract signing payments
- Networking event bookings
Event and destination management:
- Airport transfers
- Hotel transfers
- Local experience bookings
- Activity add-ons
- Souvenir and retail sales
- Emergency service payments
Mobile solutions:
Tap to Pay on iPhone/Android:
- Contactless acceptance on smartphone
- No additional hardware needed
- Accept credit/debit cards, Apple Pay, Google Pay
- Instant setup, immediate processing
- Lowest cost ($0 hardware)
- Perfect for mobile tour guides
Bluetooth mobile readers:
- Portable card acceptance
- Connects to smartphone/tablet
- EMV chip, swipe, contactless
- Battery-powered portability
- Pocket-sized convenience
- $50-100 investment
Tablet point-of-sale:
- Full-featured mobile POS
- Product/service catalog
- Customer management
- Photo display for upsells
- Email receipt delivery
- Offline mode capability
Payment Links and Text-to-Pay
Send payment requests quickly for fast booking confirmations.
Payment link features:
Link creation:
- Generate in 30 seconds
- Specific amount or variable
- Custom description/itinerary
- Expiration date setting
- One-time or reusable
- Branded payment page
Delivery methods:
- Text message (SMS)
- Social media DM
- QR code generation
- Website embedding
Use cases:
- Quote follow-up
- Balance due collection
- Last-minute bookings
- Deposit requests
- Add-on service sales
- Travel insurance sales
- Amendment fees
Customer experience:
- Click link to pay (one-click)
- Mobile-optimized page
- Multiple payment methods
- Immediate confirmation
- Digital receipt
- No login required
Subscription and Membership Billing
Subscription models:
Travel club memberships:
- Monthly membership fees
- Annual membership renewal
- Automatic recurring billing
- Member benefit tracking
- Tier-based pricing
- Family membership options
Timeshare and vacation clubs:
- Monthly maintenance fees
- Annual dues billing
- Special assessment charges
- Payment plan management
- Delinquency handling
- Ownership transfer billing
Loyalty and rewards programs:
- Premium membership tiers
- Automatic renewal billing
- Subscription boxes (travel kits)
- Priority booking fees
- Concierge service subscriptions
Recurring billing features:
Automated processing:
- Scheduled automatic charges
- Credit card/ACH support
- Email notification before charge
- Receipt after payment
- Failed payment retry logic
- Dunning management
Subscription management:
- Customer self-service portal
- Update payment method
- Pause/resume subscription
- Upgrade/downgrade tiers
- Cancellation processing
- Proration calculations
Revenue optimization:
- Involuntary churn reduction
- Card updater service
- Decline recovery workflows
- Subscription metrics tracking
- Lifetime value analysis
- Retention campaign integration
Multi-Currency Payment Processing
Accept payments in customers’ preferred currencies globally.
Multi-currency capabilities:
Currency support:
- 150+ currencies accepted
- Major international cards
- Regional payment methods
- Local currency pricing
- Real-time exchange rates
- Transparent conversion fees
Dynamic Currency Conversion (DCC):
- Customer chooses payment currency
- Home currency vs. local currency
- Real-time rate display
- Conversion markup disclosure
- Customer acceptance required
- Both currencies on receipt
Implementation:
- Website automatic currency detection
- Geolocation-based currency display
- Currency selector dropdown
- Booking engine integration
- Consistent pricing across currencies
- Tax calculation by currency
Benefits for travel businesses:
Global competitiveness:
- Price in customer’s currency
- No foreign transaction surprise fees
- Competitive with local operators
- International SEO optimization
- Regional payment preferences
- Market expansion capability
Revenue optimization:
- Currency conversion revenue (DCC markup)
- Reduced booking abandonment
- Higher conversion rates
- Premium positioning
- International customer acquisition
Operational efficiency:
- Settlement in your preferred currency
- Multi-currency reporting
- Automated currency conversion
- Simplified accounting
- Reduced manual calculation errors
Regional payment methods:
Asia-Pacific:
- UnionPay (China)
- Alipay (China)
- WeChat Pay (China)
- PayNow (Singapore)
- GrabPay (Southeast Asia)
Europe:
- SEPA Direct Debit
- iDEAL (Netherlands)
- Sofort (Germany)
- Bancontact (Belgium)
- Giropay (Germany)
Latin America:
- PIX (Brazil)
- OXXO (Mexico)
- Boleto (Brazil)
- SPEI (Mexico)
Travel Payment Features
Deposit and Balance Processing
Deposit collection:
Deposit structures:
- Percentage-based (20-50% of total)
- Fixed amount ($500-2,000 per person)
- First payment of plan (e.g., $1,000 of $5,000)
- Fully refundable (early bookings)
- Non-refundable (discounted rates)
- Partially refundable (with penalties)
Deposit timing:
- Immediate at booking (standard)
- Within 24-48 hours (hold reservation)
- After consultant review (complex trips)
- Following document submission (visa, etc.)
- Group deposit schedule
Deposit processing:
- Automatic at booking completion
- Manual authorization (phone bookings)
- Scheduled future charge
- Multiple payment method split
- Group deposits (master billing)
Balance collection:
Balance due timing:
- 30 days before departure (typical)
- 45-60 days (international travel)
- 60-90 days (cruises and tours)
- 14 days (last-minute bookings)
- Custom schedules (complex itineraries)
Balance reminders:
- 60 days before: First reminder
- 45 days before: Second reminder
- 30 days before: Final reminder
- 7 days before: Urgent notice
- Automatic email and SMS
- Payment link included
Balance processing:
- Automatic charging on due date
- Customer-initiated payment
- Manual processing option
- Split balance payments
- Early payment discounts
- Late payment penalties
Payment tracking:
- Customer payment portal
- Outstanding balance display
- Payment history view
- Upcoming payment schedule
- Receipt archive access
- Itinerary linked to payments
Advanced Chargeback Protection
Common travel chargebacks:
Dispute reasons:
- “Did not receive service” (canceled trip, no show)
- “Service not as described” (quality complaints)
- “Canceled reservation not refunded” (policy disputes)
- “Duplicate charge” (deposit + balance confusion)
- “Amount different than agreed” (pricing disputes)
- “Fraud/unauthorized transaction” (stolen cards, family disputes)
Chargeback prevention:
Documentation best practices:
- Clear booking confirmation emails
- Cancellation policy acceptance (checkbox)
- Terms and conditions agreement
- Photo ID verification (high-value bookings)
- Email communication archive
- Service delivery proof (boarding passes, photos)
- Customer signature on documents
- Timestamp all interactions
3D Secure authentication:
- Display policies before payment
- Require policy acceptance
- Email policies with confirmation
- Multiple policy reminders
- Clear refund timeline
- Highlight non-refundable terms
- Visual policy summaries
Policy clarity:
- Mandatory for high-risk bookings
- Reduces fraud chargebacks 40-60%
- Liability shift to card issuer
- Customer identity verification
- Extra security layer
- Required for international cards
Chargeback management:
Evidence collection:
- Booking confirmation emails
- Cancellation policy acceptance
- Terms and conditions agreement
- Email correspondence history
- Service delivery documentation
- Customer reviews/feedback
- Itinerary and travel documents
- Payment authorization records
Representment strategy:
- Travel-specific dispute response
- Compelling evidence compilation
- Timeline documentation
- Policy enforcement proof
- Service delivery verification
- Expert representment letters
- Quick response (tight deadlines)
Coastal Pay chargeback support:
- Real-time dispute notifications
- Evidence submission guidance
- Representment letter templates
- Travel dispute expertise
- Deadline management
- Win rate optimization
- Recovery of disputed funds
Fraud Prevention for Travel
Travel fraud patterns:
Stolen card fraud:
- Book expensive trip with stolen card
- International destination bookings
- Last-minute high-value reservations
- Multiple bookings rapid succession
- Mismatched billing and travel address
- VPN/proxy usage detected
Friendly fraud:
- Customer books, travels, then disputes
- “Never received service” claims
- Family member disputes charge
- Regret fraud (financial circumstances)
- Quality complaints to avoid payment
Identity theft:
- Fake documents presented
- Stolen loyalty accounts
- Proxy booking (third party)
- Account takeover fraud
- Phishing victim bookings
Testing fraud:
- Small charges to test card validity
- Multiple failed attempts
- Stolen card testing
- Preparatory to large fraud
Fraud prevention tools:
Verification methods:
- Address Verification System (AVS)
- CVV verification (card present)
- 3D Secure authentication
- Phone verification call
- Email address validation
- Document verification (passport, ID)
- Video call verification (high-value)
Risk scoring:
- Real-time fraud detection
- Travel-specific risk rules
- Device fingerprinting
- IP geolocation analysis
- Velocity checks (booking frequency)
- Email domain analysis
- Phone number validation
Customizable rules:
- High-risk country blocking
- Transaction amount thresholds
- International card restrictions
- Velocity limits (bookings per day)
- Manual review triggers
- Time-of-day restrictions
- VPN/proxy detection
Red flags to watch:
High-risk indicators:
- Billing address in different country from IP
- Email from free provider (Gmail, Yahoo)
- New email account (created recently)
- Multiple booking attempts/failures
- Rush booking (immediate travel)
- No advance booking pattern
- VPN/proxy detected
- Mismatched billing and traveler names
- Large booking value, first-time customer
- International card, domestic travel
- Unusual destination (high-fraud areas)
Verification actions:
- Phone call to verify
- Request photo ID
- Video verification call
- Request credit card photo (front only)
- Verify billing address
- Check social media profiles
- Request additional documentation
- Manual review before confirming
Card Updater and Payment Retry
Card updater service:
How it works:
- Automatically updates expired cards
- Bank issues new card (expiration or replacement)
- Card updater retrieves new details
- Stored payment method updated
- No customer action needed
- Seamless payment continuity
Benefits:
- Reduce payment failures 20-30%
- Prevent booking cancellations
- Improve customer experience
- Reduce manual follow-up
- Maintain scheduled payments
- Higher payment success rates
Use cases:
- Extended payment plans
- Balance due 3-6 months out
- Recurring membership billing
- Multi-trip bookings
- Long-term travel subscriptions
Payment retry logic:
Automatic retry:
- First failure: Retry in 24 hours
- Second failure: Retry in 3 days
- Third failure: Retry in 7 days
- Customizable retry schedule
- Different retry rules by failure reason
- Stop after X attempts
Customer communication:
- Email notification after failure
- Payment link in email
- SMS notification option
- Clear deadline before cancellation
- Update payment method reminder
- Customer service contact
Failure resolution:
- Customer updates card in portal
- Alternative payment method offered
- Payment link for manual processing
- Phone support for assistance
- Grace period before cancellation
Split Payments and Group Bookings
Split payment scenarios:
Multiple travelers sharing cost:
- Split evenly (2-10 travelers)
- Specific amounts per person
- Different travelers, different cards
- Primary traveler + add-ons
- Couple split (two cards)
Corporate and personal split:
- Airfare → Corporate card
- Hotel → Corporate card
- Meals/entertainment → Personal card
- Upgrades → Personal card
- Clear allocation rules
Group master billing:
- Group organizer master account
- Individual travelers pay themselves
- Rooming list management
- Per-person pricing
- Deposit collection per traveler
- Balance tracking individually
Group booking features:
Group management:
- Master booking creation
- Passenger manifest
- Individual payment tracking
- Per-person deposits
- Balance due by passenger
- Group communication tools
Payment collection:
- Individual payment links
- Unique link per traveler
- Payment deadline enforcement
- Automated reminders
- Deposit and balance scheduling
- Group discount application
Example: 20-person group tour:
- Deposit: $500 per person = $10,000 total
- Individual payment links sent
- Each traveler pays their $500
- Track payments in real-time
- Follow up on unpaid travelers
- Balance due 60 days before
- Repeat process for final payment
Cancellation and Refund Management
Cancellation scenarios:
Customer-initiated cancellations:
- Early cancellation (full refund minus fee)
- Mid-term cancellation (partial refund)
- Late cancellation (minimal or no refund)
- No-show (no refund)
- Policy tier application
- Administrative fee retention
Supplier-initiated cancellations:
- Full refund required
- Alternative trip offered
- Future travel credit
- Immediate refund processing
- Customer satisfaction priority
Force majeure cancellations:
- Weather events (hurricanes, etc.)
- Natural disasters
- Pandemics/health emergencies
- Political instability
- Travel advisories
- Flexible refund policies
- Travel insurance coordination
Refund processing:
Refund methods:
- Original payment method (credit card)
- Travel credit/voucher
- Future booking discount
- Bank transfer/check (large amounts)
- Partial refunds (penalty deduction)
Refund timeline:
- Immediate refund initiation
- 5-10 business days to customer account
- Depends on customer’s bank
- Clearly communicated timeline
- Refund confirmation email
- Transaction reference number
Partial refunds:
- Calculate cancellation penalty
- Deduct administrative fee
- Retain deposit (if policy states)
- Refund remaining balance
- Itemized refund breakdown
- Clear documentation
Example: $5,000 tour canceled 45 days before:
- Cancellation penalty: $1,000 (20%)
- Administrative fee: $100
- Refund amount: $3,900
- Processing time: 7-10 days
- Email confirmation sent
Chargeback vs. refund:
- Always offer refund first
- Prevents chargeback costs
- Maintains customer relationship
- Avoids dispute fees ($15-25)
- Protects chargeback ratio
- Better business practice
- Proactive customer service
Travel Payment Security and Compliance
PCI Compliance for Travel Businesses
PCI DSS requirements:
Level 1 compliance (over 6M transactions/year):
- Annual on-site security audit
- Quarterly network vulnerability scans
- Written security policies
- Staff security training
- Incident response plan
- Regular security testing
Level 2-4 compliance (under 6M transactions/year):
- Annual Self-Assessment Questionnaire (SAQ)
- Quarterly network scans
- Security policy documentation
- Staff awareness training
Travel-specific considerations:
- Booking system security
- Payment gateway integration protection
- Virtual terminal security (phone bookings)
- Card-on-file encryption and tokenization
- Email/document security (itineraries)
- Multi-user access controls
- Third-party vendor management (suppliers)
Coastal Pay compliance support:
PCI-compliant infrastructure:
- Level 1 PCI certified processing
- Tokenization (no card storage)
- Encrypted data transmission
- Secure payment pages
- Compliant terminals and gateways
- Regular security updates
Compliance assistance:
- SAQ completion guidance
- Network scan coordination
- Policy template provision
- Staff training materials
- Vendor security assessment
- Compliance documentation
- Annual validation support
No PCI penalties:
- $0 PCI compliance fees
- No monthly PCI charges
- No non-compliance penalties
- Included in standard service
- Simplified compliance process
Data Security Best Practices
Data protection measures:
Payment data:
- Never store CVV codes
- Tokenize card numbers
- Encrypt all transmissions
- Secure key management
- Access logging and monitoring
- PCI DSS compliance
Personal information:
- Passport number encryption
- Address data protection
- Email security
- Phone number protection
- Date of birth safeguarding
- GDPR compliance (European travelers)
Booking data:
- Itinerary security
- Hotel/flight confirmation protection
- Visa document security
- Travel insurance details
- Emergency contact information
- Secure document storage
Access controls:
User management:
- Individual staff logins
- Role-based permissions (booking agent, manager, accounting)
- Activity logging
- Failed login monitoring
- Password requirements (complexity, rotation)
- Multi-factor authentication
Data access:
- Need-to-know basis
- Limited PII access
- Payment data tokenized
- Audit trails maintained
- Suspicious activity alerts
- Regular access reviews
Regulatory Compliance
Travel seller regulations:
State registration:
- Seller of Travel registration (California, Florida, Hawaii, Iowa, Washington)
- Business license requirements
- Bond or trust account requirements
- Registration renewal (annual)
- Disclosure requirements
- Penalty for non-compliance
Industry accreditation:
- ARC (Airlines Reporting Corporation) for air tickets
- IATA (International Air Transport Association)
- CLIA (Cruise Lines International Association)
- ASTA (American Society of Travel Advisors)
- Supplier partnerships
Consumer protection:
- Clear pricing disclosure
- Cancellation policy transparency
- Terms and conditions acceptance
- Consumer rights documentation
- Complaint resolution procedures
- Refund timeline compliance
International regulations:
GDPR (Europe):
- Explicit consent for data collection
- Right to data access
- Right to be forgotten
- Data breach notification (72 hours)
- Privacy policy requirements
- Data processing agreements
Regional requirements:
- Australia: Australian Consumer Law
- Canada: CASL (anti-spam)
- UK: Package Travel Regulations
- EU: Package Travel Directive
- Country-specific regulations
Reduce Travel Processing Costs
Interchange-Plus Pricing for Travel
Pricing comparison:
Pricing Model
Flat-Rate (2.9% + $0.30)
Monthly Savings
Annual Savings
$5,000 Booking
$145.30
$112.60
–
–
$10,000 Booking
$290.30
$225.60
–
–
Monthly ($250K)
$7,282.50
$5,315.00
$1,967.50
$23,610
Why interchange-plus is best for travel:
Transparent costs:
- See exact interchange fees
- See exact card brand assessments
- See exact processor markup
- No hidden markups
- Clear monthly statements
- Easy cost analysis
Lower overall costs:
- Save 25-40% vs. flat-rate
- Benefit from debit card mix
- Optimize for card types
- Volume discounts available
- No monthly minimums
- No statement fees
Fair pricing:
- Pay only actual costs
- No markup on interchange
- No markup on assessments
- Predictable processor fee
- Same rate for all transaction sizes
Real travel business savings:
Small tour operator ($50K monthly):
- Flat-rate cost: $1,475/month
- Interchange-plus: $1,130/month
- Monthly savings: $345
- Annual savings: $4,140
Mid-size travel agency ($250K monthly):
- Flat-rate cost: $7,250/month
- Interchange-plus: $5,375/month
- Monthly savings: $1,875
- Annual savings: $22,500
Large travel company ($1M monthly):
- Flat-rate cost: $29,300/month
- Interchange-plus: $21,800/month
- Monthly savings: $7,500
- Annual savings: $90,000
Surcharging Programs for Travel
Travel surcharging considerations:
When surcharging makes sense:
- High-value bookings ($5,000+)
- Luxury travel segments
- Business/corporate travel
- Last-minute bookings
- Customized itineraries
- Premium service offerings
Surcharging implementation:
- Surcharge 3-4% on credit cards only
- No surcharge on debit cards
- Clear disclosure at booking
- Website banner notification
- Email confirmation inclusion
- Terms and conditions mention
- Receipt shows surcharge separately
Example: $8,000 vacation package:
- Package price: $8,000
- Credit card selected
- Surcharge (3.5%): $280
- Total: $8,280
- Your processing cost: ~$280
- Net processing cost: $7 (97% offset)
Customer acceptance:
Communication strategy:
- “Processing fee for credit card payments”
- “Save 3.5% by paying with debit, check, or bank transfer”
- “Choose your payment method”
- Emphasize choice and transparency
- Offer alternatives prominently
Acceptance rates:
- 80-85% continue with credit cards
- 15-20% switch to debit/ACH
- Business travelers understand
- High-value customers less price-sensitive
- Clear disclosure = fewer complaints
Competitive positioning:
- Lower base prices possible
- Transparent pricing vs. hidden costs
- Industry standard practice
- Level playing field with OTAs
- Customer education opportunity
Compliance:
- 30-day card brand registration
- State-specific disclosure rules
- Clear surcharge disclosure
- Separate receipt line item
- Coastal Pay handles registration
- Ongoing compliance monitoring
ACH/Bank Transfer Processing
ACH benefits:
Cost savings:
- ACH fee: 1% (vs. 2.5-3.5% for cards)
- $10,000 booking: $100 (ACH) vs. $300 (card)
- Savings: $200 per booking
- High-value bookings = significant savings
Example savings:
- 10 bookings/month @ $8,000 average
- Card processing: $2,400/month
- ACH processing: $800/month
- Monthly savings: $1,600
- Annual savings: $19,200
When to offer ACH:
- Bookings over $5,000
- Final balance payments
- Group bookings
- Corporate travel
- Extended payment plans
- International wire transfers
ACH implementation:
Customer experience:
- Provide routing and account numbers
- Verification via micro-deposits (optional)
- Instant verification (Plaid integration)
- 3-4 day processing time
- Email confirmation
- No chargebacks (only returns)
ACH use cases:
- Large tour packages
- Cruise bookings
- Destination weddings
- Group travel
- Extended stays
- Multi-family bookings
Incentivizing ACH:
- “Save 2.5% by paying via bank transfer”
- “No processing fees for ACH payments”
- Discount for ACH payments
- Lower booking total
- Email payment instructions
- Simple setup process
Travel Booking System Integration
Major Travel Platform Integrations
Tour operator software:
TourCMS:
- Native payment gateway integration
- Real-time booking synchronization
- Automated deposit collection
- Balance due processing
- Multi-currency support
- Commission tracking
Rezdy:
- Embedded payment processing
- Channel manager integration
- Real-time availability updates
- Automatic booking confirmation
- Payment plan management
- Marketplace connectivity
FareHarbor:
- Seamless checkout integration
- Online booking payment
- Waiver and document signing
- Capacity management
- Customer database sync
- Reporting integration
Checkfront:
- Payment gateway embedding
- Inventory management sync
- Multi-property support
- Package and bundle pricing
- Gift certificate processing
- Discount code application
Travel agency software:
Traveltek:
- GDS integration (Sabre, Amadeus)
- Payment processing connection
- Multi-supplier booking
- Automated invoicing
- Commission management
- Back-office accounting
Travel Studio:
- Comprehensive payment integration
- Quote to invoice conversion
- Supplier payment tracking
- Client payment management
- Multi-currency processing
- Financial reporting
GDS Integration:
Sabre:
- Air ticket payment processing
- PNR-linked payments
- BSP/ARC settlement
- Credit card validation
- Form of payment (FOP) storage
Amadeus:
- Comprehensive payment integration
- Quote to invoice conversion
- Supplier payment tracking
- Client payment management
- Multi-currency processing
- Financial reporting
Travelport (Apollo/Galileo/Worldspan):
- Payment gateway connectivity
- Booking confirmation automation
- FOP management
- Agency reporting
Custom API integration:
RESTful API features:
- Real-time payment processing
- Webhook notifications
- Booking status callbacks
- Payment confirmation data
- Refund processing
- Customer data sync
- Settlement reporting
API use cases:
- Comprehensive payment integration
- Quote to invoice conversion
- Supplier payment tracking
- Client payment management
- Multi-currency processing
- Financial reporting
Travelport (Apollo/Galileo/Worldspan):
- Custom booking engines
- Mobile app integration
- Third-party platform connections
- Supplier portal integration
- Accounting system sync
- CRM integration
Travel Industry Solutions by Business Type
Tour Operators
Tour operator needs:
Payment scenarios:
- Multi-day tour packages
- Day tours and activities
- Combination tours
- Private tours
- Group tours
- Series bookings (multi-tour packages)
Typical pricing:
- Day tours: $50-$500 per person
- Multi-day tours: $500-$5,000 per person
- Adventure tours: $1,000-$10,000+
- Luxury tours: $5,000-$50,000+
- Group bookings: $10,000-$250,000+
Payment requirements:
- Deposit at booking (20-50%)
- Balance before tour date
- Per-person pricing
- Group discounts
- Early bird pricing
- Last-minute bookings
- Walk-up sales
Recommended solution:
Online booking:
- Multi-day tour packages
- Day tours and activities
- Combination tours
- Private tours
- Group tours
- Series bookings (multi-tour packages)
Payment flexibility:
- Embedded payment on website
- Real-time availability
- Automatic confirmation
- Calendar integration
- Multi-language support
- Mobile-responsive
Operations:
- Tour operator software integration
- Manifest and rooming lists
- Check-in processing
- On-tour upsell payments
- Tip processing for guides
- Post-tour purchases
Travel Agencies
Travel agency needs:
Service offerings:
- Flight bookings
- Hotel reservations
- Cruise packages
- Tour packages
- Car rentals
- Travel insurance
- Visa services
- Comprehensive travel planning
Payment complexity:
- Multiple suppliers per booking
- Supplier deposits and payments
- Client payment collection
- Service fee processing
- Commission tracking
- Net rates vs. commissionable
- Split payments (air vs. land)
Client payment:
- Initial consultation fee
- Planning/service fee
- Booking deposits
- Balance payments
- Amendment fees
- Travel insurance
- Add-on services
Recommended solution:
Virtual terminal:
- Phone booking payments
- Email quote payments
- In-office consultations
- Quick payment processing
- Client payment history
Payment tracking:
- Supplier payment management
- Client payment tracking
- Outstanding balance reports
- Commission reconciliation
- Service fee collection
Integration:
- Travel agency software sync
- GDS payment connectivity
- Accounting software integration
- CRM payment tracking
- Automated invoicing
Destination Management Companies (DMC)
DMC needs:
Services provided:
- Airport transfers
- Ground transportation
- Hotel accommodations
- Restaurant reservations
- Activity bookings
- Tour guide services
- Event planning
- VIP services
Payment scenarios:
- Per-service pricing
- Package pricing
- Cost-plus billing
- Net rates
- Markup structures
- Group allocations
- Corporate contracts
B2B payments:
- Travel agency billing
- Tour operator invoicing
- Corporate direct billing
- NET 30/60 payment terms
- Credit application management
- Aged receivables tracking
Recommended solution:
B2B payment processing:
- Invoicing with payment terms
- Credit card on file
- ACH for large invoices
- Wire transfer processing
- Multi-currency billing
- Automated payment reminders
Supplier payments:
- Hotel payment processing
- Activity vendor payments
- Transportation payments
- Restaurant settlements
- Guide compensation
- Markup tracking
Online Travel Agencies (OTA)
OTA needs:
Platform characteristics:
- High transaction volume
- Global customer base
- 24/7 booking capability
- Multi-currency processing
- International card acceptance
- Mobile app integration
Payment requirements:
- Instant booking confirmation
- Real-time payment authorization
- Multiple payment methods
- Saved payment credentials
- One-click checkout
- Guest checkout option
- Account-based payments
Supplier management:
- Net rate processing
- Commission deduction
- Supplier payouts
- Settlement schedules
- Dispute resolution
- Virtual credit cards (VCC)
Recommended solution:
High-volume processing:
- Enterprise-grade infrastructure
- 99.99% uptime SLA
- Redundant systems
- Load balancing
- Peak season scalability
- Global processing
Advanced features:
- Tokenization for saved cards
- One-click checkout
- Mobile SDK integration
- Multi-currency processing
- Dynamic currency conversion
- Alternative payment methods
- Subscription billing
Analytics:
- Real-time dashboard
- Conversion rate tracking
- Payment method performance
- Geographic analysis
- Failed payment monitoring
- Chargeback tracking
Cruise and Ferry Operators
Cruise payment needs:
Booking structure:
- Initial deposit (20-50%)
- Final payment 60-90 days before
- Cabin upgrades
- Beverage packages
- Shore excursions
- Specialty dining
- Spa services
- Onboard credit
Typical pricing:
- Short cruises: $500-$2,000 per person
- Week-long cruises: $1,000-$5,000 per person
- Luxury cruises: $5,000-$30,000+ per person
- World cruises: $20,000-$100,000+ per person
Payment challenges:
- Long advance booking (6-18 months)
- Large transaction amounts
- Extended payment plans
- Group bookings (weddings, reunions)
- Cancellation insurance
- Complex cabin allocations
Recommended solution:
Payment plans:
- Deposit at booking
- Monthly installment options
- Balance due 60-90 days before
- Automatic payment scheduling
- Card updater service
- Failed payment handling
Add-on processing:
- Shore excursion sales
- Beverage package purchases
- Specialty dining reservations
- Spa booking payments
- Photography packages
- Onboard credit loading
Accommodation Providers
Payment processing for unique accommodations.
Property types:
Vacation rentals:
- Entire homes
- Condos/apartments
- Villas
- Beach houses
- Mountain cabins
- City apartments
Alternative accommodations:
- Bed & breakfasts
- Hostels
- Glamping sites
- Tiny homes
- RV parks
- Camping sites
Payment needs:
- Booking deposits
- Full pre-payment
- Security deposit holds
- Damage claims
- Cleaning fees
- Extra guest fees
- Pet fees
- Amenity charges
Recommended solution:
Deposit management:
- Security deposit authorization
- Hold (not charge) initially
- Release after checkout
- Damage claim processing
- Photo documentation
- Dispute management
Flexible payments:
- Deposit + balance structure
- Full payment at booking
- Payment plans for extended stays
- Last-minute full payment
- Corporate billing
- Group allocations
Property management:
- Multi-property processing
- Owner payout splits
- Commission calculation
- Cleaning fee allocation
- Tax collection and remittance
- Reporting by property
Transportation Services
Transportation types:
Ground transportation:
- Private car services
- Shuttle services
- Bus tours
- Limousine services
- Airport transfers
- Point-to-point transfers
Rail and coach:
- Train tickets
- Bus tickets
- Multi-ride passes
- Tourist rail experiences
- Sleeper car bookings
Payment scenarios:
- Advance bookings
- Day-of purchases
- Mobile ticketing
- Contactless payment
- Group bookings
- Corporate accounts
Recommended solution:
Advance booking:
- Online reservation payments
- Mobile app integration
- QR code tickets
- E-ticket delivery
- Booking modification
- Cancellation processing
Point-of-sale:
- Ticket counter terminals
- Contactless payment
- Mobile payment options
- Cash payment integration
- Receipt printing
- Fast transaction processing
Travel Payment Processing FAQ
What is the average credit card processing fee for travel businesses?
Travel businesses typically pay 2.5-3.5% per credit card transaction depending on the pricing model, card type, and transaction size. With interchange-plus pricing (the most transparent and cost-effective model), fees range from 2.2-3.0% all-in—including interchange fees (1.8-2.5%), assessment fees (0.13-0.15%), and processor markup (0.3-0.5%). Flat-rate processors charge 2.9-3.5% with no breakdown. Travel companies using Coastal Pay’s interchange-plus model at 0.30% + $0.10 above true cost typically save 25-40% compared to flat-rate pricing. For a travel business processing $250,000 monthly in bookings, this means saving $1,800-2,500 per month or $21,600-30,000 annually. High-value travel bookings benefit most from interchange-plus pricing since the percentage savings compounds on larger transaction amounts.
How can travel businesses reduce chargebacks?
Travel businesses reduce chargebacks through comprehensive prevention strategies: implement 3D Secure authentication (reduces fraud chargebacks 40-60%), collect and verify customer identity for high-value bookings, clearly display cancellation policies before payment with checkbox acceptance, send detailed confirmation emails with itinearies and policies, maintain email communication archives for evidence, document service delivery (boarding passes, tour photos, hotel check-ins), respond immediately to customer complaints before escalation, use AVS and CVV verification for all card-not-present bookings, require photo ID for bookings over $5,000, and provide exceptional customer service to resolve issues proactively. For disputes that do occur, robust documentation (booking confirmations, policy acceptances, email correspondence, service delivery proof) significantly improves win rates. Coastal Pay provides travel-specific chargeback management tools, evidence collection guidance, and expert representment support to help travel businesses win disputes and recover funds.
Can travel businesses surcharge credit card transactions?
What payment methods should travel businesses accept?
How do payment plans work for travel bookings?
Payment plans for travel bookings split the total cost into manageable installments, making expensive trips accessible. Common structures: Deposit + balance model—20-50% deposit at booking, remainder due 30-90 days before travel; Monthly installments—equal payments over 6-12 months with automatic monthly charging; Milestone payments—payments tied to trip preparation milestones (60 days before: 50%, 30 days before: final 50%). Implementation uses automated payment scheduling with stored payment methods, automatic charging on due dates, email reminders before each payment, failed payment retry logic (3 attempts), card updater service for expired cards, and customer portal for payment management. Benefits include: higher conversion on expensive trips (30-40% increase), larger average booking value, improved cash flow for travel business, reduced payment friction, and customer budgeting ease. Example: $6,000 tour package with 8 monthly $750 payments makes luxury travel affordable. Coastal Pay provides complete payment plan management with automation, customer portal, and failed payment handling.
What is Dynamic Currency Conversion (DCC) for travel?
Dynamic Currency Conversion allows international customers to pay in their home currency at the point of payment rather than your local currency. When processing an international credit card, the customer sees the charge in both your local currency and their home currency with the real-time exchange rate displayed, then chooses which currency to pay in. If they select home currency, a currency conversion fee (typically 3-5%) is added. Benefits for travel businesses: additional revenue from conversion markup (your revenue share), improved customer experience (transparency on exact home currency cost), reduced payment abandonment (no exchange rate surprise), and competitive advantage for international bookings. Customers benefit from knowing exact home currency cost and avoiding foreign transaction fees from their bank. DCC is valuable for travel businesses because: international customers are primary market, high transaction values amplify conversion revenue ($10,000 booking × 3% markup = $300 additional revenue), and transparency builds trust. Available through Coastal Pay’s multi-currency processing platform with real-time rates and compliant disclosure.
How do travel businesses handle deposits and final payments?
Travel businesses use structured payment collection to manage cash flow and reduce risk: Deposit collection—capture 20-50% of total at booking to secure reservation and demonstrate commitment; Balance scheduling—set final payment due date (typically 30-90 days before travel depending on booking lead time and cancellation policies); Automated reminders—send payment reminders at 60, 45, 30, and 7 days before due date with payment link included; Automatic charging—process balance payment on due date using stored payment method with customer authorization; Failed payment handling—retry automatically (3 attempts), notify customer, provide payment link, enforce grace period before cancellation. Technical implementation uses payment scheduling software integrated with booking system, tokenized payment storage (PCI-compliant), card updater service for expired cards, and customer payment portal for transparency. Example structure: $5,000 tour booked 6 months in advance requires $1,500 deposit immediately, $3,500 balance due 60 days before departure with automated reminders and processing. This approach balances customer affordability with business cash flow and risk management.
Are travel businesses high-risk for payment processors?
How quickly do travel businesses receive funds from bookings?
Travel businesses receive funds from credit card bookings within 1-2 business days in most cases. However, timing varies by payment scenario: Immediate bookings—authorize and capture at booking, funds arrive 1-2 business days later; Deposit bookings—deposit funds arrive 1-2 days after authorization, balance funds arrive 1-2 days after final payment; Pre-authorization holds—funds not actually captured until you charge them (at trip time or per schedule), then 1-2 day settlement; ACH/bank transfers—3-4 business days; International cards—same 1-2 days but may have higher holds for chargeback reserve. For businesses needing faster access, next-day funding available with qualified accounts. Understanding settlement timing is crucial for cash flow management—deposits booked today fund operations this week, but final payments for trips 90 days out won’t arrive until you charge them. Many travel businesses use deposit cash flow for operations and final payments for supplier payments. This is significantly faster than direct billing (30-60 days), checks (5-10 days), or wire transfers (3-5 days internationally), making card payments the preferred method for optimal travel business cash flow despite processing fees.
Can travel businesses accept international credit cards?
What booking system integrations are available?
Coastal Pay integrates with all major travel booking platforms: Tour operator software (TourCMS, Rezdy, FareHarbor, Checkfront, Bokun, Peek, Zaui, Xola); Travel agency software (Traveltek, Travel Studio, Tourplan, Softrip, TravelWorks); Vacation rental platforms (Streamline, LiveRez, Escapia, BookingSync, Guesty); GDS systems (Sabre, Amadeus, Travelport); Hotel PMS (Opera, Cloudbeds, RoomKey); Custom booking engines via RESTful API integration. Integration benefits include: automatic payment posting to bookings, real-time booking confirmation, synchronized availability, automated deposit collection, balance due processing, refund management, commission tracking, and consolidated reporting. For businesses without existing booking software, Coastal Pay provides embeddable payment forms for websites, virtual terminal for phone bookings, payment links for email quotes, mobile payment options, and API for custom integration. Technical support ensures smooth implementation with your specific platform, and our team handles the integration configuration so you can focus on selling travel. Ask about integration with your specific booking system.
How do travel businesses handle group bookings and payments?
Group bookings require specialized payment handling: Master booking creation—create single booking for entire group with passenger manifest; Individual payment collection—generate unique payment link per traveler, send via email, track payments individually, automated reminders for unpaid travelers, and deadline enforcement; Payment structures—per-person deposits ($500 each × 20 travelers = $10,000), individual balance payments (60 days before), group organizer master payment option, or split between organizer and individual travelers; Group management—rooming list tracking, per-person payment status, group communication tools, discount application, and allocation management. Technical implementation uses group booking module in travel software, individual payment link generation, payment tracking dashboard showing paid vs. unpaid, automated reminder system for unpaid travelers, and group organizer portal access. Example: 30-person group tour at $3,000 per person = $90,000 total—generate 30 individual payment links for $900 deposits, track payments in real-time, send reminders to unpaid travelers, collect balance payments 60 days before with second round of individual links. This approach reduces organizer burden, provides transparency, ensures collection from all travelers, and improves cash flow. Coastal Pay provides complete group payment management tools.
What are the PCI compliance requirements for travel businesses?
Travel businesses must comply with PCI DSS (Payment Card Industry Data Security Standards) to protect customer payment information: Core requirements—use PCI-compliant payment terminals and gateways, never store CVV codes or full magnetic stripe data, encrypt all card data transmission, implement network security (firewalls, secure WiFi), limit card data access to authorized staff only, maintain audit logs of all system access, conduct security awareness training, and complete annual PCI validation. Travel-specific considerations—secure booking system integration, protect payment gateway connections, virtual terminal security for phone bookings, tokenization for stored cards (future payments), email and document security (itineraries), multi-user access controls (staff permissions), and third-party vendor management (ensure suppliers are compliant). Compliance levels based on annual transaction volume—Level 1 (over 6M): annual on-site audit; Level 2-4 (under 6M): annual self-assessment questionnaire. Coastal Pay ensures compliance by: providing Level 1 PCI certified processing, using tokenization (no card storage), encrypting all transmissions, offering secure payment pages, and assisting with validation. Non-compliance penalties: $5,000-$100,000 fines, liability for breaches, potential loss of card acceptance. We make compliance simple and automatic.
How do travel businesses protect against booking fraud?
Travel businesses implement multi-layered fraud prevention: Verification for high-value bookings—phone call to verify details, request photo ID, verify billing address matches, check social media profiles (legitimacy), video call verification for $10,000+ bookings, and request additional documentation; Red flag detection—billing address in different country from IP, email from free provider (recent account), multiple booking attempts/failures, immediate travel (no advance booking), unusual destination (high-fraud region), VPN/proxy detected, international card with domestic travel, large booking from first-time customer, and rush booking with pressure tactics; Technical fraud tools—AVS (Address Verification System), CVV verification required, 3D Secure authentication (Verified by Visa, Mastercard SecureCode), device fingerprinting, IP geolocation analysis, velocity controls (booking frequency limits), and real-time fraud scoring; Travel-specific patterns—testing fraud (small charges first), stolen card booking (expensive trip immediately), friendly fraud (book, travel, dispute), identity theft (fake documents), and chargeback fraud (abuse). Protection strategy combines technology (fraud scoring, 3D Secure) with human verification (phone calls, document requests) and clear policies (cancellation terms, refund procedures). Coastal Pay provides specialized travel fraud prevention tools with customizable rules, real-time scoring, and 24/7 monitoring to protect your business while minimizing false declines that lose legitimate bookings.
What's the difference between authorization and capture for travel payments?
Authorization places a temporary hold on customer funds to verify card validity and sufficient balance—this is NOT an actual charge, just a hold. Capture is the actual charge that moves funds from customer account to your merchant account. For travel businesses, this distinction is critical: Authorize at booking—verify card is valid, hold deposit amount, don’t capture yet for flexibility; Capture deposit—charge actual deposit (same day or scheduled future date); Authorize for balance—place new authorization as trip approaches; Capture balance—charge final payment 30-90 days before travel. Why separate authorization and capture: allows booking modifications without refund complexity, card validation without immediate charge, scheduled payment capture for payment plans, and flexibility for cancellations before capture. Example timeline: Day 1: Authorize $1,500 deposit; Day 1: Capture $1,500 deposit; Day 60 (90 days before trip): Authorize $3,500 balance; Day 60: Capture $3,500 balance; Day 150: Guest travels. Technical note: authorizations typically expire after 7-30 days (varies by card issuer), so for extended booking lead times, you may need to re-authorize closer to travel date. Coastal Pay’s payment system handles authorization and capture automatically based on your configuration, with flexibility for manual control when needed.
Can travel businesses offer payment plans without interest?
How long does it take to set up travel payment processing?
Travel payment processing setup typically takes 1-3 weeks from application to processing first bookings: Week 1—Application & Approval: Complete merchant application (1-2 hours), provide business documentation (business license, travel seller registration if applicable, tax ID), submit bank account information, undergo background check, and receive approval (24-48 hours for established travel businesses, up to 7 days for startups). Week 2—Integration & Technical Setup: Choose integration method (booking system, website embed, virtual terminal, payment links), configure payment gateway, set up deposit and payment plan functionality, establish fraud prevention rules, configure multi-currency if needed, test transactions in sandbox environment, and train staff on systems. Week 3—Testing & Go-Live: Process test transactions end-to-end, verify booking system integration, confirm email confirmations working, test payment plans and scheduling, ensure refund processing works, run parallel with old system (if applicable), and go live with full cutover. Expedited setup: Simple implementations (payment links, virtual terminal only) can launch in 5-7 days. Extended timeline: Complex integrations (custom booking system, multi-currency, extensive customization) may take 3-4 weeks. Coastal Pay provides dedicated implementation support with travel industry expertise, ensuring smooth transition with zero booking disruption and comprehensive staff training. Request application to start the process.
Should travel businesses accept American Express?
Yes, most travel businesses should accept American Express despite slightly higher processing fees (typically 0.3-0.5% more than Visa/Mastercard with interchange-plus pricing). Reasons to accept Amex: Target demographics—affluent travelers with higher spending power, business travelers (Amex dominates corporate travel cards), luxury travel customers, international travelers (strong in many countries); Revenue impact—Amex customers book higher-value trips, more likely to add upgrades and extras, 25-30% of premium travelers prefer Amex, declining Amex = lost bookings exceeding fee difference; Competitive necessity—expected in travel industry, OTAs all accept Amex, luxury travel competitors accept it; Travel industry benefits—Amex Travel portal listings, corporate travel program participation, American Express Travel relationship opportunities, premium cardholder targeting. ROI analysis: If 20% of potential bookings prefer Amex with average booking $4,000, declining Amex could cost $800,000 in lost annual bookings—far exceeding the 0.5% × $160,000 = $800 additional processing cost. Exception: Budget/economy travel with cost-sensitive customers may find lower Amex usage. With Coastal Pay’s transparent interchange-plus pricing, you see exact Amex costs and make informed decisions. Most travel businesses find accepting all major cards maximizes revenue despite marginally higher fees on some transactions.
How do travel businesses handle refunds and cancellations?
Travel businesses handle refunds and cancellations according to clearly stated policies: Cancellation tiers—90+ days before: full refund minus administrative fee ($100-250), 60-89 days: 50% refund, 30-59 days: 25% refund, under 30 days: no refund (or minimal), no-show: no refund; Force majeure exceptions—weather emergencies, natural disasters, pandemics, political instability, travel advisories (flexible policies, often full refunds or travel credits); Refund processing—customer submits cancellation request, verify against policy, calculate refund amount, process refund within 5-10 business days, send refund confirmation email, funds appear in customer account 5-10 days; Refund methods—original payment method (credit card), future travel credit/voucher, bank transfer for large amounts, partial refunds for policy penalties. Technical implementation: refund processing through payment system, partial refund capability (deduct penalties), automated refund calculations, customer notification, accounting system integration, and chargeback prevention (refund before dispute). Example: $5,000 tour canceled 45 days before departure has $1,000 penalty per policy, process $4,000 refund to original credit card, customer receives funds in 7-10 days. Best practice: offer refund proactively rather than forcing chargeback—protects chargeback ratio, maintains customer relationship, avoids dispute fees ($15-25), and demonstrates good faith. Coastal Pay’s platform handles all refund scenarios with policy enforcement and automated processing.
Get Started with Travel Payment Processing
See How Much Your Travel Business Can Save
Stop overpaying for payment processing. Get a free rate analysis and discover how Coastal Pay’s travel-optimized solutions can save your business 25-40% on processing costs.
What happens next:
- Free rate analysis – Upload your current processing statement
- Custom quote – See exact savings with our travel pricing
- Integration consultation – Confirm compatibility with your booking system
- Implementation plan – Smooth transition with zero booking disruption
- Start saving – Typically save $1,500-$7,500+ monthly
Average travel business savings:
- Small tour operator: $4,000-$10,000/year
- Travel agency: $10,000-$25,000/year
- Mid-size tour company: $15,000-$50,000/year
- Large travel operator: $50,000-$150,000/year
- OTA/Travel platform: $100,000-$500,000+/year
Questions? Talk to a Travel Payment Specialist
No sales pressure. No obligation. Just expert travel payment guidance.
- Phone: 888 266 1715 (Weekdays 8:00 am PST - 5:00 pm PST)
- Email: travel@coastalpay.com
- Live Chat: Available 24/7 on our website
- Free Rate Analysis: Upload statement for instant savings calculation
- Video Demo: See our travel solutions in action (8 minutes)
- Global Support: Multi-time zone coverage for international operations
Related Travel Payment Solutions
- Multi-Currency Processing – Accept payments in 150+ currencies
- Chargeback Protection for Travel – Reduce disputes and win chargebacks
- Payment Plans and Installments – Make expensive trips affordable
- 3D Secure Authentication – Reduce fraud chargebacks 40-60%
- Booking System Integration – Seamless payment with your software
- High-Ticket Transaction Processing – Support for $50,000+ bookings
- Group Payment Management – Handle large group bookings efficiently