💳 Configure Payment Settings at Checkout in Fleetwire!

Setting up your payment process in Fleetwire ensures a smooth checkout experience for your customers while giving you control over how payments are handled. In this article, we’ll cover how to configure the Amount Due at Checkout and Booking Capture Mode settings using Stripe, helping you decide whether to collect payments instantly or authorize them for later capture. Let’s get started!

🎯 Why Configure Payment Settings?

Configuring payment settings in Fleetwire helps you:

Control Cash Flow: Decide whether to collect full payment, a percentage, or nothing at checkout.
Reduce Fees: Use authorizations to avoid Stripe fees until you’re ready to capture funds.
Ensure Eligibility: Verify renter qualifications before capturing payment, minimizing refunds.
Streamline Operations: Automate payment captures or manually manage them based on your workflow.

Note: These settings apply to Stripe payments, so ensure you’ve set up Stripe as outlined in Integrating with Stripe. If you’re using Square, check out Integrating with Square.

🛠 How to Configure Payment Settings

Follow these steps to configure the Amount Due at Checkout and Booking Capture Mode settings in Fleetwire, tailoring your payment process to your rental business needs.

Step 1: Set the Amount Due at Checkout

Decide how much to collect from customers at checkout.

In your Fleetwire dashboard, go to Settings > Checkout.
Find the Amount Due at Checkout setting.
Choose one of the following options:
- Require Full Payment at Checkout (default): Collect the entire rental amount during checkout.
- Require a Percentage: Collect a percentage of the total (e.g., 50%) at checkout, with the rest due later.
- Nothing at Checkout: Collect nothing upfront, charging the full amount later.
Click Save to apply your changes.

Pro Tip: Most hosts stick with the default “Require Full Payment at Checkout” for simplicity, but requiring a percentage can be useful for high-value rentals to secure a deposit upfront.

Step 2: Configure Booking Capture Mode

Choose whether to instantly capture payments or authorize them for later capture using Stripe.

In Settings > Checkout, locate the Booking Capture Mode setting.
Select one of the following modes:

Automatic Mode (Charge and Capture Instantly)

- What It Does: Captures the payment immediately during checkout.
- Key Points:
- Funds are captured right away, ensuring quick deposits to your bank.
- No risk of forgetting to capture, as it’s automatic.
- If the renter doesn’t qualify (e.g., lacks proper insurance), you’ll need to refund them, and you’ll still be charged Stripe’s 2.9% processing fee.

Manual Mode (Authorize and Capture Later)

- What It Does: Authorizes the payment at checkout, allowing you to capture it manually within 7 days.
- Key Points:
- Authorizes the funds to confirm availability, but doesn’t charge the 2.9% Stripe fee until you capture.
- Gives you 7 days to verify renter details (e.g., age, insurance, signed contract).
- You can release the authorization without incurring Stripe fees if the rental doesn’t proceed.
- If you don’t capture within 7 days, the authorization is automatically released back to the renter’s bank.
- Fleetwire notifies you of expiring authorizations within 24 hours as a reminder.

Click Save to apply your selected mode.

Quick Tip: Most hosts prefer Manual mode to verify renter eligibility before capturing payment, especially for short-term rentals under 7 days. For longer rentals, capturing upfront and factoring in the Stripe fee might be simpler.

Step 3: Manage Open Authorizations

If you’re using Manual mode, you can capture or release authorizations as needed.

Go to Orders and select the booking with an open authorization.
On the booking page, find the payment section.
Choose to:
- Capture: Collect the authorized funds (incurs the 2.9% Stripe fee).
- Release: Cancel the authorization (no fee charged).
Alternatively, log into Stripe.com to manage authorizations directly.

Here’s what the payment settings interface looks like in your dashboard.



Pro Tip: For rentals under 7 days, authorize the refundable security deposit to avoid fees. For longer rentals, capture the deposit upfront and include the 2.9% Stripe fee in your pricing.

Step 4: Test Your Payment Settings

Ensure your payment settings work as expected by testing a booking.

Create a test order via your online store (e.g., testcompany.fleetwire.io) or manually in Orders.
At checkout, verify that the correct amount is collected (or authorized) based on your settings.
If using Manual mode, check the booking page to confirm you can capture or release the authorization.

Warning: If you forget to capture an authorization within 7 days in Manual mode, the funds will be released back to the renter. Set reminders or rely on Fleetwire’s 24-hour expiration notifications to avoid missing captures.

🌟 Payments Configured, Ready to Go!

You’ve successfully configured your payment settings in Fleetwire! Whether you’re collecting full payments upfront or authorizing funds for later capture, your checkout process is now tailored to your rental business. Test a booking today to see it in action and ensure a seamless experience for your customers.

🚀 Next Steps

Optimize your payment process with these tips:

Track Orders: Monitor pickups and returns with Registering Pickups and Returns in Fleetwire.
Charge Payments: Process manual payments with Charging Credit Cards in Fleetwire.
Create Email Templates: Notify customers with Create Your Own Email Templates in Fleetwire.
Need Help? Contact us at hi@fleetwire.io or via the in-app chat.

Happy renting! 🌟

Updated on: 15/05/2025