Bookeo lets you send a payment request for a booking. You can also set a timeframe within which the customer is required to pay and if you want the system to automatically cancel the booking if the payment is not received within the specified timeframe.
In this article
- Send a payment request for a booking
- View a payment request
- Change a payment request
- Resend a payment request
- Cancel a payment request
Send a payment request
To send a payment request for a booking:
1. Click on the booking to open it
2. Go to the Payment tab
3. From the Action dropdown menu, select send a payment request [1]
4. If you are creating recurring bookings or multiple drop-in classes in a course bookings, you can tick the Repeat [2] checkbox to send the request for each booking. If you do not tick the Repeat [2] checkbox, the system will send the payment request only for the first booking.
Repeat function
- The repeat function will show only when creating - before saving - a recurring booking series, multiple drop-in classes in a course bookings, full course, or late enrollments for courses where one booking is created for each class booked. If you have already saved the bookings, and click on a booking, the Repeat [2] function will not show. You will only be able to create a payment request for a single booking.
- If you tick the Repeat [2] checkbox when creating a booking request, when the customer clicks on the PAY NOW button, they will be required to pay for all the recurring or drop-in bookings.
5. From the Amount [3] dropdown menu, select the amount you want to request
6. If you wish, you can also set a timeframe within which the customer is required to pay. From the Due by dropdown menu, select the timeframe within which payment must be made:
- do not set a due time (default)
- require payment within...
- require payment on or before... [a specific date]
Payment timeframe
If you select require payment within... days/weeks/months, this means the end of the day/week/month. For example:- Days: if today is the 1st of August and you set that customers must pay within 1 day, payment is due by midnight on the 2nd of August.
- Weeks: if today is Thursday, the 1st of August and you set that customers must pay within 1 week, payment is due by midnight on Thursday, the 8th of August.
- Months: if today is the 1st of August and you set that customers must pay within 1 month, payment is due by midnight on the 1st of September.
7. If you wish, you can also set that the booking should be automatically canceled if no payment is received within the timeframe you set. Tick the cancel booking if no payment is received [5] checkbox.
8. You can type a Message [6] that will be included in the payment request sent to the customer
9. Click Save
10. You will be informed that the Payment request has been sent
11. Click Back to go back and view the payment request, or Done to exit
The customer will receive a payment request email notification.
Payment request email
The payment request email notification will be sent even if the Send email: customer checkbox is not tickedOverdue payment request
If you have sent a payment request for a booking, and the customer does not pay within the timeframe you set:
- if the cancel booking if not payment is received [5] checkbox was not ticked, the booking will not be automatically canceled by the system. You will receive a notification message in your Bookeo Home page and, depending on the account Notification settings, an email notification.
- if the cancel booking if not payment is received [5] checkbox was ticked, the booking will be automatically canceled by the system. You will receive a notification message in your Bookeo Home page and, depending on the account Notification settings, an email notification. An email notification will be sent to the customer. If you wish, you can Restore the booking.
View a payment request
If you have set a payment request for a booking, a (*) symbol will show in the Payments tab of the booking.
Details of the payment request will show in the Payment request section:
- status of the payment request [1]
- when it was sent and by which account user [2]
- amount requested [3]
- due date [4]
Multiple payment requests for a booking
If you have sent multiple payment requests for a booking, only the latest payment request will show in the Payment request section.Change a payment request
If you want to change a payment request for a booking:
1. Go to the Payments tab of the booking
2. Click on the Change / re-send button
3. Make the changes to the booking request
4. Click Save
9. You will be informed that the Payment request has been sent
10. Click Back to go back and view the payment request, or Done to exit
The customer will receive a payment request email notification.
Multiple payment requests for a single booking
If you have changed a payment request, the customers would have received multiple payment requests for the same booking. If the customer clicks on the Pay Now button on any of the emails received, he/she will be required to make the payment according to the latest payment request settings. These settings may be different from the payment request the email was sent for.For example, if you initially send a payment request for $10, the customer will receive a payment request for $10. If you later change the payment request and ask for the payment of $50, the customer will receive a new payment request for $50. If the customer clicks on the Pay Now button of the first payment request (for $10), he/she will be asked to pay $50 (the amount set for the latest payment request).
Resend a payment request
If you want to re-send a payment request for a booking:
1. Go to the Payments tab of the booking
2. Click on the Change / re-send button
3. Click Save
4. You will be informed that the Payment request has been sent
5. Click Back to go back and view the payment request, or Done to exit
The customer will receive a payment request email notification.
Cancel a payment request
If you want to cancel a payment request for a booking:
1. Go to the Payments tab of the booking
2. Click on the Cancel button
3. Click Save
4. Click on the Yes, cancel button to confirm that you sure you want to cancel this payment request
5. The system will confirm that the payment request has been canceled
6. Click Back to go back and view the canceled payment request, or Done to exit
The customer will receive an email notification that the payment request was canceled.
Restore a canceled payment request
If you want to restore a canceled payment request for a booking:
1. Go to the Payments tab of the booking
2. Click on the Restore link
3. Click Save
4. Click on the Yes, cancel button to confirm that you are sure you want to cancel this payment request
5. The system will confirm that the payment request has been canceled
6. Click Back to go back and view the canceled payment request, or Done to exit
Email notification for customers
The system will send a notification of the canceled payment request even if the Send email: customer checkbox is not ticked