In our App Store you can read more about what Lightspeed can offer you.

How to install the app?

Go to the 'Available apps' index, and use the search bar to find the Lightspeed app. Click the 'Install app' button.
Read more: Getting started with BEX App integrations

Complete the settings

1. Authorize Lightspeed

What you'll do:

1. Navigate to the Lightspeed app in your organization's App Store, among the 'installations'.

2. Click the Commands dropdown menu and select "Authorize Lightspeed"

3. You will be redirected to the Lightspeed login page

4. Enter your Lightspeed credentials to authorize the connection

5. Grant permission for the app to access your Lightspeed account

6. Complete the OAuth authorization flow

7. Upon successful authorization, you will see a confirmation message

Important Information:

• You must have an active Lightspeed account to authorize

• Authorization must be completed before you can configure business locations

• If authorization fails, verify your Lightspeed credentials and try again

• You can reauthorize at any time if your credentials change

What happens after: Your Lightspeed account is now connected and authorized. You can now proceed to configure your business locations.

2. Configure business locations

1. Click the Commands dropdown menu and select "Business locations"

2. To add a new location, click "+ Business location":

   • Administration: Select which BEX administration this POS location belongs to

   • Lightspeed Business Location: Choose the specific Lightspeed register/location to connect

   • Basic expense: Select the cost item (specifically set up for this purpose) to use for processing payments through Lightspeed

3. To edit an existing location, click the edit button and update its settings

4. To remove a location, click the delete button (this will deactivate the POS integration for this location)

5. Click "Save" to confirm changes

Important Information:

• Each Lightspeed POS terminal must be connected to a BEX administration

• The "Basic expense" cost item determines how purchases show up on guest invoices

• You can configure multiple Lightspeed terminals across different administrations

• Changes to business location settings take effect immediately

• All POS charges are logged and tracked

• When deleting a business location, the Lightspeed integration is disabled but historical data is preserved

• Payment method codes must be configured in Lightspeed console (see instructions in the business location)

What happens after:

• The business location is now active and ready to process payments

• Each purchase by a guest that is charged to their reservation, creates an additional item on their reservation order. It has details including the business location name, receipt ID, and payment timestamp

• Payment information is synchronized between Lightspeed and your PMS in real-time

• Search for reservations by booking number, guest name, or room name at the POS

• Detailed logs track all payment processing activities for reconciliation and auditing

• If errors occur during payment processing, internal messages are automatically generated with error details

3. Setting up payment method

What you'll do:

1. Click the Commands dropdown menu and select "Business locations"

2. Click a specific business location to view its details:

   • Business location name

   • External Lightspeed identifier

   • Creation and last update timestamps

   • Payment method setup instructions

3. The step-by-step instructions need to be performed in Lightspeed console

4. Contact Lightspeed support if you need help with payment method setup

Important Information:

• Each business location has a unique API key used for secure payment processing

• Payment methods must be created in the Lightspeed console (not in your PMS)

• The method code "IKPMS" is required for proper payment routing to reservations

What happens after:

• Guest charges from Lightspeed are now properly routed to the correct reservations

• Payment data flows seamlessly from the POS to BEX PMS

• All charge details including amounts, timestamps, and receipt information are captured

Cost item settings for Basic expense

This specific add-on will act as the basis for the invoice line added to the reservation, and should have the following settings:

• Name: Receipt payment

• Global cost type: Other

• Booking settings: Back office only

• Applicability: All types and channels, always

• Price calculation: Per stay

• Default price: €0.00

• Ledger account: an account with 0% VAT