Lightspeed Integration - Payment Flow

We frequently receive inquiries about how to handle payment processing when using Lightspeed.

Here’s our recommended approach:

Please refer to the diagram below for a clear visual guide.

Remember, you are managing two parallel systems: one for retail and one for rental.

• You may have online booking set up for either or both (eCommerce / OBW).
• You may also use Stripe to store credit card details, either for online booking or for back-office transactions.

These variables can affect how you handle payment processing across your systems.

Typical Payment Workflows 

Let’s explore some common workflows for handling rentals and payments:

1. Walk-in Rental
   Use the LS -> BRM workflow for processing the rental and payment at the point of sale.
   
   
2. Advanced Rental
   Similar to the walk-in rental workflow, but you don’t need to collect payment upfront unless you choose to take an advanced payment. Simply reserve the rental in BRM and process the payment when the customer arrives.
   
   
3. Online Rental
   Secure the booking by having the customer enter their credit card details through Stripe at the time of booking. This increases the likelihood they will show up. When they arrive, process the final payment via Lightspeed. 
   
   
   

Notes on Using Stripe with Lightspeed

• Card Data Access: Even if you store card details in Stripe, you cannot retrieve that data directly from Stripe. While you can charge the card through Stripe, you won’t be able to extract the card data to process payments elsewhere.

• Online Payment Considerations: You may want to charge a partial payment (e.g., 50% or even 100%) when the customer books online. While this is possible, please be aware that these payments will flow through your Stripe account, not Lightspeed. For this reason, we recommend configuring your online booking workflow (OBW) to only collect card details at the time of booking, while processing full payment in-store via Lightspeed.

• When to Use Stripe: Stripe should only be used for exceptional circumstances, such as:

  • No-shows: If the customer doesn't show up for their rental.
  • Damage or Disputes: If the customer damages a bike during the rental and refuses to pay.

• For all regular rental payments, extensions, and even damage charges, payment should be processed in-store via Lightspeed. In this setup, Stripe serves as a kind of "insurance" for these rare, exceptional situations.
  
  

Benefits of Routing All Payments Through Lightspeed

If you route all your payments through Lightspeed, you'll enjoy several advantages:

• Single Payment Platform: Simplify your payment reconciliation by using one platform—Lightspeed.
  
  
• Centralized Transaction Reporting: View all your transaction data in one place through Lightspeed’s reporting system.
  
  
• Online Booking Flexibility: You can still secure online bookings using Stripe by collecting card details, while keeping payment processing streamlined in Lightspeed.
  
  

This setup allows you to maintain efficiency and clarity in both your in-store and online operations.

See also

favouring in-store payments for online