Portal Payments

There are several ways you can tailor the booking payment experience in the Customer Portal, giving customers different options during the booking process based on your business preferences and operational setup.

In This Article.

• Invoices
• Payments

To manage your Portal Payments go to Settings > Customer Portal.

Then navigate to Portal Payments in the left side menu.

Invoices

Do you want customers to confirm the price before their booking is created? - When enabled, this setting displays the booking price to the customer before the booking is created. The customer can then choose to proceed or return to make changes.
Note: This is not a quotation or invoice - it simply confirms the price at the point of booking.

What do you want customers to see after creating a booking? -  Determines what the customer sees immediately after creating a booking. Your selection here will trigger different follow-up options, including those in the Payments section.

• Booking (No quote or invoice generated) - Allows customers to complete a booking without making a payment. No quote or invoice is generated at the time of booking—these would need to be created at a later stage.
• Quote - Generates the quote when customers complete a booking.
• Invoice - Generates an invoice immediately when the customer completes a booking, bypassing the quote stage entirely.

Do you want customers to be able to confirm the quote? - (Visible when Quote is selected above) When enabled customers will be given the option to confirm that they’re happy with the quote. Once confirmed, the system will automatically generate the corresponding invoice.

Once a quote has been accepted, you can personalise the message shown to the customer by updating the Accept Quote Wording.
To do this, either:
•     Click the Accept Quote Wording button in the top-right corner of the screen, 

•     Or go to Settings > Emails, SMS & Wordings > Other Wordings and edit the relevant template.
This allows you to tailor the confirmation message to provide next-step instructions.

Do you want credit to be automatically allocated to invoices? - (Visible when Quote or Invoice is selected above) When enabled, any available credit on the customer’s account will be automatically applied to the invoice at the time it’s generated.

Which items do you want included on the generated quote/invoice? - How many items to quote/invoice for. This can be used to prevent customers having to pay for very large invoices up front, if they book far in advance. There are 3 options available

• All Bookings - Invoice for all bookings in the booking request. e.g. if the customer is booking 10 Tuesdays of daycare, it will invoice for all of them
• Number of Weeks - Only invoice for a certain number of weeks. e.g. if the customer is booking 10 Tuesdays of daycare, and you choose 2 weeks, it will invoice for the first 2 of them. A separate field appears to enter the amount.

• Number of Bookings - Only invoice for a certain number of bookings. e.g. if the customer is booking 10 Tuesdays of daycare, and you choose 2 bookings, it will invoice for the first 2 of them. A separate field appears to enter the amount.

Do you want invoice notes to be shown on invoices? - When enabled, this setting includes the Invoice Notes text (configured under Other Wording Templates) on the customer’s invoice.

Payments

Do you want customers to be able to make payments once an invoice is generated? - When enabled, customers will be able to make payments via the Stripe integration once an invoice has been generated.

Do you want payment to be included as a step in the booking forms? - (Visible when the above setting is enabled) Adds a payment step to the booking process, allowing customers to pay at the time of booking. This ensures the booking is paid for immediately upon submission.

Do you want unpaid bookings to be automatically cancelled?  - (Visible when the above setting is enabled)
If a booking invoice has been generated and remains unpaid, the booking will be cancelled after the specified time period. If no invoice has been generated, the booking will be deleted once the time expires. A countdown timer will show with this setting enable.

How long do you want to wait for payment before a booking is cancelled? - (Visible when the above setting is enabled) Defines the time (in minutes) allowed for payment to be completed before the booking is automatically cancelled or deleted. Used in conjunction with the Auto-Cancel Unpaid Bookings setting.

Do you want unpaid confirmed bookings to be automatically cancelled? - When enabled, the system will apply the configured time rule to cancel any unpaid booking, including those marked as confirmed. 

Do you want customers to be able to purchase packages? - When enabled, customers will be able to purchase available Packages directly through the portal—provided the Package feature is active.

Do you want customers to be able to view saved payment methods? - When enabled, customers will be able to view their saved payment methods (e.g. card details) within the portal.

Do you want customers to enter a payment method before logging in? - When enabled, customers will be asked to add a payment method (e.g. card details) when logging in—if none is already saved to their account.

Do you want total payments to be shown on the customer's dashboard? - When enabled, displays the total amount the customer has paid on their Dashboard within their portal account.

For More Information

On Stripe Payments view - Receiving an Online Payment through Stripe