A card on file saves the guest’s card when they book and charges it only if they don’t turn up or cancel too late. A deposit charges an amount up front when they book. A card on file is gentler for guests and works for most everyday bookings; a deposit suits set menus, tasting menus, large groups and special dates where you buy and prepare for a fixed number of covers.
How a card on file works
- The guest enters card details when they book.
- Nothing is charged. The card is saved securely by a payment provider.
- If the guest arrives, the card is never charged for the booking.
- If they don’t arrive, or cancel inside your cancellation window, you charge the no-show fee you stated.
Good for: busy weekend evenings, larger tables, any booking where an empty table costs you but the guest still pays on the night.
How a deposit works
- The guest pays an amount when they book.
- The deposit is usually taken off the final bill.
- If they don’t arrive, you keep it, according to your stated policy.
Good for: tasting menus, set-price events, Christmas parties and any booking where you order ingredients or staff up in advance.
Which puts guests off less?
A card on file usually causes less friction: nothing leaves the guest’s account if they turn up. A deposit is a bigger ask, and some guests will book elsewhere rather than pay in advance for a casual dinner. For special occasions, though, guests expect it.
Which protects you more?
A deposit gives you the money up front, so there is nothing to chase. A card on file depends on the charge going through later. In practice, a guest who has entered a card has already shown they are serious, which is why most of the benefit comes from asking for the card at all.
Mixing the two
Many restaurants use both:
- card on file for Friday and Saturday evenings and tables of six or more;
- deposits or full prepayment for events and set menus;
- neither for quiet weekday lunches.
Tell guests clearly
Whichever you choose, state it on the booking form before the guest confirms: how much, when it applies and how to cancel. See how to write a cancellation policy.
How ForStars fits
On the ForStars Growth and Premium plans, guests save a card through Stripe when they book, and you can also charge in advance. You charge a no-show fee from the reservation. ForStars keeps 1% of card charges and Stripe adds its own card fees; there is no commission on bookings. See pricing.
Questions owners ask
Is a card on file safe for guests?
The card is held by the payment provider, not by the restaurant, and the restaurant never sees the full card number.
Can I refund a deposit?
Yes. Set out in your policy when you refund, for example when the guest cancels more than 48 hours before.