Delayed payment capture allows card-present transactions on tabs to be authorized immediately while delaying final settlement. This provides a temporary window for staff to adjust guest tips or void payments before funds are permanently captured.
Prerequisites
Software Requirement: Bartender App version 3.11.8 or higher.
Network Requirement: Active internet connection to process card authorizations.
1. Understanding Payment Statuses
When delayed payment capture is enabled, card transactions move through distinct statuses:
Approved: The payment card has been authorized, but funds have not yet been transferred. While in Approved status:
The tip amount can be adjusted multiple times.
The transaction cannot be refunded; it must be Voided in full if cancelled.
Paid: The delay timer has expired, and the payment processor has automatically captured the final authorized amount (including adjusted tips).
Voided: The authorized transaction was cancelled before final capture occurred.
2. Dashboard Configuration
Setting the Capture Delay
The capture delay determines how long a transaction remains in Approved status before automatically settling to Paid.
Navigate to Events > Event Settings (to set a default for new locations) or Revenue Centers > Revenue Center Settings.
Locate the Tab payment capture delay field.
Enter the desired delay in Hours:
0= Captures payments immediately upon checkout.1to36= Holds payments in Approved status for the specified number of hours before capturing.
Click Save.
Employee Role Permissions
To control who can adjust tips or cancel approved payments on-site, enable the following permissions under Employee Roles:
Assigned tabs / Adjust tip: Allows staff to adjust tip amounts on their own tabs.
Unassigned tabs / Adjust tip: Allows staff to adjust tip amounts on tabs opened by other employees.
Assigned tabs / Void payment: Allows staff to void approved payments on their own tabs.
Unassigned tabs / Void payment: Allows staff to void approved payments on tabs opened by other employees.
Permission | Description |
Assigned tabs / Adjust tip | Adjust tips on your own tabs |
Unassigned tabs / Adjust tip | Adjust tips on other employees' tabs |
Assigned tabs / Void payment | Void Approved payments on your own tabs |
Unassigned tabs / Void payment | Void Approved payments on other employees’ tabs |
3. Managing Payments in the Bartender App
Open any tab's payment details page in the Bartender app. Payments in Approved status will display available action buttons on the right side of the card listing.
Adjusting a Tip
Locate the approved payment card and tap Adjust Tip.
Select the new tip amount (the current tip is selected by default).
Tap Adjust.
Enter an authorized employee PIN to confirm.
The adjusted tip and new tab total will update immediately on screen.
Note: Adjustment Limits A counter next to the Adjust Tip button shows your remaining attempts (e.g., 2 / 10). A single payment card supports a maximum of 10 total adjustments.
This 10-attempt limit is shared with card pre-authorizations. For example, if a pre-authorization was increased 6 times before checkout, 4 tip adjustments remain available for that payment card.
Voiding an Approved Payment
Approved payments cannot be partially refunded or reduced—they must be voided in full.
Locate the approved payment card and tap Void.
Confirm the cancellation prompt.
Enter an authorized employee PIN.
The payment status will change to Voided, and the full held amount will be released back to the customer's card.
