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How to work with Cloudbeds integration
How to work with Cloudbeds integration

Integration with Cloudbeds allows you to assign a room in a hotel to an order in Poster.

Fedir Vasiliev avatar
Written by Fedir Vasiliev
Updated over a month ago

Cloudbeds integration syncs POS orders directly with the PMS. At the POS, you can assign orders to guest rooms, either sending the order details if paid immediately or adding the charge to the room invoice for checkout. Unassigned orders are sent to the House Account, making it easy to track everything by shift or day.

To connect Cloudbeds:

  1. Go Applications → App marketplace in the management console.

  2. Find Cloudbeds app and click Connect.

  3. Enter your username and password from Cloudbeds.

  4. Grant Cloudbeds access to your data in Poster.

If you manage multiple properties in your Cloudbeds account, select the one to link with Poster—only one property can be connected to a Poster account at a time.
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You might be asked to log in twice when connecting Cloudbeds for the first time — it’s just a quick way to confirm access to the right property.

Assigning a room to order:

  1. Open a new order at the POS register and add items.

  2. At the bottom-left corner of the order screen, click on the three dots (...) and select "Assign Cloudbeds guest."

  3. A window will appear with a list of hotel guests whose reservations are marked as "In house."

  4. Use the search bar to find guests by first/last name, room number, or reservation ID.

  5. When you click on a guest, detailed information about them will be shown on the right side of the window: name, room number, check-in and check-out dates, and more.

  6. Click Apply to link this order to the selected guest. A comment will be added to the receipt, saying: "Room (number) with (guest name) assigned to order."

To change assigned Cloudbeds guest, just repeat the process, and the new guest's details will update the receipt comment. You can also remove any previously assigned guests by selecting them and clicking Unbind in the Assign Cloudbeds Guest window.

Payment Process

After finalizing the order, click Pay and the system will display the Choose payment place window. You can choose to Pay here or Pay on front desk. We'll describe both options further.

Pay on front desk

Choosing Pay at the front desk closes the order in Reports → Receipts as closed by card using Cloudbeds. In Cloudbeds, you’ll find them under the customer’s Folio in Reservations, with the pending amount in Debit and the paid amount (if any) in Credit. The remaining payment must be collected at checkout.

Pay here

Choosing Pay here closes the order in Reports → Receipts with the POS payment method and syncs it with the guest's Folio in Cloudbeds, where the payment appears in the Credit field as completed.

Synchronizing House Accounts

  1. When you create an order in Poster without assigning a guest from Cloudbeds, a House Account is automatically created in Cloudbeds.

  2. The House Account will be named "location_name - cash_shift_date_time"

  3. All subsequent orders created without an assigned guest will be added to this same House Account.

  4. Once the shift ends and you start a new cash shift, the previous House Account will close, and a new one will be created for the new shift.

☝️ If your Poster account doesn’t use cash shifts, a new House Account will be created with the first sale of each calendar day capturing all orders without an assigned guest from Cloudbeds.

Deleting orders in Cloudbeds

Deleting an order in Poster’s Reports → Receipts removes the related records from the guest’s Folio or the House Account in Cloudbeds, depending on whether the order was assigned to a guest.

Feel free to contact our customer support if you have any questions or concerns. We're available in chat @joinposter.com and email contact@joinposter.com

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