Should I choose Stripe, Square, or the reservation system standard payment method for online payment at an inn?

When introducing online payments to an inn’s official website, you may be confused about whether Stripe is the best option, Square, which also allows on-site payments, or whether you should use the payment method that comes with the reservation system.

In conclusion, Stripe is not necessarily the best choice for all accommodations.

• If you want to ensure that it is linked with the reservation system, first check the standard payment
• If you want to build your own reservation screen and flexible collaboration, Stripe is a good choice
• If you want a summary of face-to-face payment at the front desk and online payment, Square is a good choice

More important than a small difference in fees is confirming the reservation after payment, and correctly handling both the reservation and the refund when it is canceled.

Three payments to organize first

There are three main ways to receive your accommodation fee:

1. Online advance payment: Pay at the time of reservation or before staying
2. Local payment: Payment will be made at check-in/check-out.
3. Deposit: Partial amount received at time of booking, remaining amount later

If you use a different payment method on the official website, OTA, or by phone, the reservation ledger and payment record may differ. You can check the role of the mechanism in Differences between reservation engine, site controller, and PMS.

Compare 3 options

“Standard payments are not always linked automatically.”Try reservations, payments, cancellations, and refunds in the demo environment.

Stripe: Wide range of options for online collaboration

According to the official Stripe pricing, as of 2026-08-16, the standard rate is advertised as 3.6% for one successful online transaction with domestic cards. The standard rate includes no initial fees or monthly fees, and Checkout has no additional fees when using Payments.

Main installation methods

• Checkout: Move to the payment screen provided by Stripe
• Payment Links: Provide payment URL via email etc.
• API/compatible plug-ins: Links with reservation systems and proprietary screens

Avoid storing card numbers at the inn, and instead use Stripe’s payment screen and official linkage functions that are continually updated.

Stripe is officially compatible with the reservation system and may be suitable for inns that want to focus on online advance payment. On the other hand, if you receive payment only through Payment Links, you may have to manually check which reservation is being paid for. Please decide how to link it with your reservation number.

Square: Summary of online and local payments

Square official fees states that online payments are 3.6%, invoices are 3.25%, and non-face-to-face payments such as manual entry of card information are 3.75%.Face-to-face payments start from 2.5% depending on the conditions and payment method, and terminal fees etc. need to be confirmed separately.

Square is a comparison candidate for the following accommodations.

• I would like to receive card/electronic money/QR payment at the front desk.
• I want to summarize the sales of online payment and face-to-face payment.
• I want to send an invoice and payment link to a telephone reservation.
• In addition to lodging, you will also receive fees for merchandise sales, food, and experience.

Square can manage payments, but it is not itself a reservation system that manages guest room inventory. Decide who will update the reservation ledger and how when payment is completed.

Reservation system standard payment: Confirm first

For inns with few IT personnel, payments that are officially supported by the reservation system may be the simplest option. Please check the following with the provider.

• Is the reservation confirmed only when the payment is successful?
• Will inventory continue to remain in case of payment failure/withdrawal?
• Can you choose full amount or deposit?
• Can I request an additional charge/refund for the difference when changing my reservation?
• Will the payment be refunded if I cancel on the management screen?
• Is the payment screen and email compatible with Japanese and smartphones?
• Who should contact the reservation company or the payment company?

In addition to system usage fees, payment fees, payment linkage fees, refunds, transfers, and chargeback fees may be incurred.

Fees are compared based on the total amount for one stay.

If you settle the accommodation fee of 30,000 yen with a fee of 3.6%, the payment fee will be 1,080 yen. But a true comparison would also include:

Total cost of payment = Payment fee + Reservation system connection fee + Monthly fee + Terminal fee + Transfer/currency conversion/refund related costs + Work time for verification and refund

Prices and conditions may change, so please do not decide on a contract based solely on the numbers in this article, but rather check with the official estimate.

Plan for cancellations and refunds first

Refunds are the most common mistakes made when introducing payments.

1. Write the date and rate of cancellation fee in the accommodation terms.
2. Decide who can approve cancellations
3. Change the reservation ledger to cancellation
4. Make a full or partial refund on the payment management screen
5. Record refund amount, date and time of operation, and person in charge
6. Inform guests of refund schedule
7. Later, check the payment details and reservation ledger.

Under Stripe’s standard fees, while there are no additional fees for card refunds, it states that the original payment processing fee will not be refunded. Depending on the payment method, there may be a refund fee.

Square’s Refund Information states that full, partial, or item-by-item refunds are possible, and must be refunded within one year from the original transaction date. You will also need to confirm the balance required for the refund.

The specific processing order and recording method are explained in How to handle cancellations, refunds, and no-shows.

What to protect with security

• Do not save card number to email, memo, reservation ledger, or WordPress
• Do not enter the card number received over the phone into the normal management screen.
• Set up two-step verification for payment and reservation system administrators
• Limit refund authority to only necessary personnel
• Avoid shared accounts and keep a history of operations
• Do not paste API keys in text, chat, or public repositories
• Update the linked plugin and reflect it in production after testing

Protection of the management screen is also explained in BASIC authentication/2-step authentication for WordPress login.

Testing before the actual performance

Check the flow in a small amount or payment company test environment.

1. Make a night reservation from your smartphone
2. You will receive a reservation confirmation email only once after successful payment.
3. Reservation is not confirmed when payment fails
4. No double charges due to double clicks
5. Try additional request/partial refund for reservation change
6. Cancel the full amount and return the stock to available for sale.
7. The amounts displayed on the inn and the guest side match.
8. You can check payment details, reservation numbers, and accounting records.

Even if you request work to be done to AI, please do not give the actual card information or have the AI ​​perform the actual refund on its own.

Guidelines for selection

Compare with Stripe as the priority

• Reservation system officially supports Stripe
• Mainly online advance payment on official website
• Creator can be responsible for coordination and maintenance

Compare with priority given to Square

• Many local cashless payments
• I want to send a payment link or invoice to a telephone reservation.
• Summary of payments for shops, restaurants, and experiences

Reservation system standard payment is prioritized

• Few IT personnel
• I don’t want to compare reservations and payments on separate screens.
• Summary of inquiry desk

Candidates for reservation systems can be found in Comparison of reservation systems for small inns and Comparison of OSS that can be used for accommodation reservations.

Prompt to ask AI to compare

We will introduce online payment to the inn with the number of guest rooms [number of rooms].
The reservation system is [product name], and the local payment is [current method].
Compare Stripe, Square, and reservation system standard payment using only official information.

Comparison items:
- Online, face-to-face, invoice, and deposit support
- Interlocking with reservation confirmation/change/cancellation/refund
- Payment, monthly, linked, device, refund, transfer costs
- 2-step verification, staff privileges, operation history
- Contact point and alternative operation in case of failure

If there are any unknown points, please do not make assumptions and mark them as "unconfirmed with official information".
Finally, please ask questions to the provider and create a pre-production test.

Summary

Stripe has the flexibility of online collaboration, Square has the integrated management of online and on-site payments, and the reservation system standard payment has the strength of being linked to the reservation status.

First, check which payments are officially supported by the reservation system you are using, and then try “Success, Failure, Change, Cancellation, or Partial Refund” for the same reservation. In addition to handling fees, it is also a safe payment system for small inns that prevents discrepancies with the reservation ledger.

Reference materials

• Stripe official: Fee structure
• Stripe Official: Payments
• Square official: Payment fee
• Square Official: Manage Refunds

Note: Prices, features, supported payment methods, and refund conditions are subject to change. This article is based on official information from 2026-08-16.Please double check the official website and individual quotation before signing a contract.