Taking deposits helps safeguard against the impact of no-shows and last-minute cancellations by covering some of the associated costs. It also encourages commitment from customers, helping to reduce tentative or non-serious bookings—making it easier to plan staff schedules and allocate resources effectively
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To access the settings for managing deposits and creating new ones, go to Settings > Invoices & Prices
Then navigate to Deposit Requirements in the left-hand menu.
Creating a New Deposit
To set up a new Deposit click on the blue located top right of the page.
Name - A clear label used to define and identify the deposit.
Amount - Allows you to specify the deposit as either a percentage of the total booking cost or a fixed monetary value, depending on your preferred setup.
Method - Defines how the Deposit will be used
- All Bookings - Enables the Deposit to be allocated against all booking types.
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Seasonal - If your system includes seasonal settings, this option allows you to link deposits to bookings made within a specific season. Once 'Seasonal' is selected, a dropdown menu will appear, enabling you to choose the relevant season for allocation.
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Custom Range - Enables you to define specific start and end dates during which the deposit will apply to bookings within that time frame. Once ‘Custom Range’ is selected, the Start and End Date fields will appear.
Area Types - Allows you to link the Deposit to specific area types, ensuring it’s only applied to bookings associated with the selected categories for example Daycare, Training or Boarding (Multiple Types can be selected) If left blank the Deposit will be applied to all bookings.
Invoice Due - Allows you to set a specific due date for the invoice, which will override the default invoice settings applied elsewhere in the system.
Invoice Notes - This field can be used to add any additional comments or instructions to the invoice, beyond the default wording. Ideal for custom messages, reminders, or specific details.
Min Cost - Allows you to set a minimum booking value that must be met before the deposit is applied. This ensures deposits are only triggered for bookings above a certain threshold.
Max Cost - Allows you to set an upper booking value limit. Deposits will only be applied to bookings that fall below this threshold, helping tailor deposit rules to lower-value bookings.
Min Days - Allows you to set a minimum number of booked days required before the deposit is applied. This ensures deposits are only triggered for bookings spanning several days.
Max Days - Allows you to set a limit on the number of booked days. Deposits will only be applied to bookings that fall within or below this maximum duration, helping tailor deposit rules to shorter stays or events.
Due Method - Allows you to define how many days in advance the deposit will be due, based on the rules selected below. This helps ensure timely payment aligned with your booking policies.
Before / After
- Invoice Created - The Deposit due date will be calculated based on the date the invoice was created.
- Checkin Date - The Deposit due date will be calculated based on the booking’s checkin date.
- Specific Date - Allows you to select a fixed calendar date on which the deposit will be due, regardless of booking or invoice timing.
Non Refundable - When this setting is enabled, the Deposit amount will automatically populate the Non-Refundable Amount field if the booking is cancelled. You can manually adjust this amount if required.
Set Unconfirmed - Once a depoist has been paid, it will automatically update the booking as confirmed and forthcoming. If don't want to this to automatically occur, you can keep the booking as unconfirmed (even if a deposit has been paid).
Auto Cancel Unpaid Bookings - Specifies the number of days allowed to pass before automatically cancelling a booking if the deposit remains unpaid. This helps enforce timely payments. When selected, an extra field will appear allowing you to enter the required number of days.
Active - Indicates whether the deposit rule is currently enabled or disabled. Only active deposits will be applied to bookings based on the configured criteria.
Once edited press the Green Save button bottom right
Overview of Deposits
This overview panel displays in a table all deposit rules that have been created, allowing quick and easy updates. You can amend the deposit name and amount, and toggle settings such as Non-Refundable, Set Unconfirmed, and Active on or off directly from this panel
Clone – Accessible via the Edit button, this option allows you to duplicate an existing deposit rule. It’s a quick way to replicate settings without manually re-entering details, ideal for creating similar rules with minor adjustments.
Delete - Accessible via the Edit button, this option allows you to delete an existing deposit rule.
Managing Deposits Within a Booking.
Individuals Deposits can also be managed directly from the original booking. Simply navigate to the customer’s booking and open the Booking Overview to view or update deposit details.
To modify the Deposit details such as Amount, Due Invoice Notes, and Paid status, click the orange Edit button. You can also delete the Deposit from here.
After updating any amendments press the green Save button.
Once the Deposit has been paid it will show in Green instead of the Orange.
If the quote or invoice has already been created but the deposit requirement wasn’t triggered, you can manually recreate the deposit request. To do this, go to the Booking Overview, click the green Edit button in the top-right corner, and select Recreate Deposit from the dropdown menu.
Booking Deposits
Manage and track all booking deposit requests (Due, or Overdue) in Pet Manager. For more details, see Booking Deposits.
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