Editing/changing bookings from booking invoices – Checkfront

Easily update your bookings directly from the Booking Invoice. You can adjust items, dates, pricing, or guest counts from one place without having to recreate the booking.

What you learn in this article

Accessing the features mentioned in this article
Editing bookings from the booking invoice
Editing or adding Customer details
Changing items/products from the booking invoice
Updating a booking to reflect item/product changes
Viewing updates to booking invoices
Common Issues & Solutions
Frequently Asked Questions

New to the Booking Invoice? You can read the first article in this series for an introduction to the Booking Invoice.

Accessing the features mentioned in this article

Where can I find this feature using the top menu?

Click an active Booking ID anywhere in the system. For example, open the Booking Invoice from the Booking Index report (Reports > Booking Index > Booking ID > Booking Invoice > Change).
You can also enter the Booking ID in the Search field found in the main menu to bring up the Booking Invoice.

What more do I need to use this feature?

Admin or restricted permissions to Modify Bookings.

Which Checkfront version supports this feature - classic items, classic products, or both?

This feature is available in both our classic version, which uses classic items (Inventory > Items), and our classic version, which uses classic products (Inventory > Products). → Learn more about products

Editing bookings from the booking invoice

Booking invoice edit page with edit tab highlighted to switch into editing mode.

You can change a booking by clicking the Edit tab above the invoice. From there, you can change the Customer details or modify the items/products on the invoice.

Open the Booking Invoice and click the Edit tab at the top of the page.
Select the item or product you want to modify.
Click Change next to the item/product name.
In the Change Item window
Update the item/product.
Click the Save button to apply your changes.

Find detailed information below.

Callout icon of pencil indicating an important note.

Editing or adding Customer details

Booking invoice edit page with customer details form highlighted for updating customer information.

You can also edit the Customer Detail fields provided, such as email address or phone number, and update or add the information as needed.

When you finish entering Customer details, click either the Update button at the bottom of the form or the Save button to the left of the invoice.

Callout icon of a cap and certificate, indicating additional learning resources.

Changing items/products from the booking invoice

Change item form showing all editable fields for category, item, dates, guest counts, taxes, and subtotal.

An item/product line entry in a booking has multiple settings that Staff can modify after the booking is created, such as category, date, and subtotal. Read on to find out about each one!

Changing the category

Change item window with category dropdown highlighted for switching the booking category.

Select a different category of items/products from the Category dropdown menu.

You can set available entries in the Categories area (Inventory > Categories). This list displays both active and hidden categories, while archived categories are not visible for selection.

Changing the item/product

Change item form with the item dropdown highlighted to select or change the product.

Select a new item/product from the Item dropdown menu within the Change Item modal. When you open the menu, the system searches for items/products that match the parameters supplied.

If other items/products are available, they appear in the list, from which you can select one. Check the box labelled Hide unavailable items if you only wish to see items/products that are available.

Selecting a new item/product and changing the quantity or date automatically queries the system and returns a new price. If a conflict occurs, an error message appears.

Changing the date/time

Change item form with the start and end date fields highlighted to update booking dates.

Change a booking's start or end date using the Start and End date calendar fields. Click on the fields to open the calendar selection tool.

By default, the calendar selection shows green for available dates, red for sold-out dates, and grey for dates where the item/product is unavailable for booking.

Change item form with the time field highlighted to adjust the booking time.

If an item/product in the booking is time-allocation-based, such as Per Hour for items or Flextime for products, additional Time fields show where an available time is selected.

Changing the number of parameters/guest types

Change item form with the adults and children fields highlighted to modify guest types and quantities.

You can adjust the quantity for each where parameters or guest types are attached.

Depending on your browser, you can manually change an item parameter/product guest type value by entering the number in the field or selecting the up or down arrows that appear when you hover over it with your cursor.

Changing taxes

Change item form with the taxes section highlighted to adjust applicable sales tax or fees.

The Change Item modal allows available tax entries to be selected or deselected from the Taxes section.

Click on the checkbox to the left of the tax entry to apply or no longer apply the tax to the item/product. The tax is active if the checkbox is selected.

Taxes are set up in the Ecommerce Setup area (Manage > Ecommerce Setup > Taxes).

Edit booking page with the remove tax button highlighted to delete a specific tax from the invoice.

A tax entry can also be removed entirely from the booking by selecting the Remove button beside the tax in the Edit Invoice view.

Viewing the rate summary

Change item window with rate summary highlighted to display pricing breakdown.

While you cannot edit the Rate section directly, it summarizes the details per item parameter/product guest type.

The details of the item parameter/product guest type are adjusted within the item itself (Inventory > Items) or the product (Inventory > Products).

Changing the subtotal

Change item form with the subtotal field highlighted to adjust the total amount for the booking.

When changing an item/product, you can customize the subtotal value in the Subtotal field to your liking.

When saved, the booking's totals update to include the new subtotal value entered.

Applying a promo/voucher/discount code

Change item window with apply promo or voucher option highlighted for adding discounts to a booking.

If you have a discount or voucher code in the Discounts area (Inventory > Discounts), you can add the code to an item/product with the Apply Promo or Voucher option in the Change Item/Product modal.

Change item form with the promo or voucher field highlighted for applying discounts.

When the Apply Promo or Voucher option is selected, a Promo / Voucher field opens up where you place the code.

Click Apply to apply the code to the item/product or booking total, depending on the discount or voucher settings.

Once you choose to Save your changes, the booking totals reflect any discount or voucher changes made when editing the item/product.

Updating with a different promo/voucher/discount code

Change item window with existing discount code highlighted in the promo or voucher field.

If an item/product in a booking has an existing discount or voucher applied that you want to change, follow these steps to update it with a different code:

In the booking's Edit tab, select Change beside the line entry.
Clear the existing code in the Promo / Voucher field.
Enter the new code in the cleared field and select Apply.

Similarly, a discount or voucher may be removed from an item/product within the Change Item modal by clearing any entered code and selecting Apply.

Once you choose to Save your changes, the booking totals reflect any discount or voucher changes made when editing the item/product.

Changing packages/upsells

Change item window with package options section highlighted for adding optional extras to a booking.

If an item has packages or a product has upsells, they can be attached or detached from the Package Options section of the Change Item modal.

If there are available item packages/product upsells to add, a plus sign displays beside the entry that can be attached. When you click the plus sign to add the item package/product upsell, the plus sign changes to a checkmark to show the selected option.

You can uncheck the checkmark to the right of Package Options to deselect all item package/product upsell options from the booking item/product.

Click the Save button to apply the changes and update the booking to reflect any added or removed item packages/product upsells.

Removing items/products from the invoice

Change item form with the remove from invoice button highlighted to delete the selected item.

An item/product can be removed entirely from the booking by selecting the red Remove from Invoice button at the bottom of the Change Item modal and confirming the change.

If the item/product you're removing has packaged items/product upsells attached, the package/upsell contents are removed.

Updating a booking to reflect item/product changes

Have you updated an item/product (Inventory > Items/Products) and want existing bookings to reflect the changes, such as adjusted timeslot times?

Since bookings do not automatically update with item/product changes, you must do this manually. Follow these steps:

In the booking's Edit tab, select Change beside the line entry.
If the displayed item/product does not reflect the changes made in the Booking Manager, temporarily select a different item/product using the Item dropdown menu and re-select the preferred item/product to refresh the options presented.
Select the changed option, such as a new time, price, or tax.
Choose the Save button to save your changes.

Viewing updates to booking invoices

Booking invoice showing a deposit payment and balance due section.

The updated booking invoice reflects changes to the booking, including any credit amounts, balances due, or new booking status.

Common Issues & Solutions

Listed here are common errors or situations you may come across when changing a booking:

Callout icon of a bell, indicating alert.

Frequently Asked Questions

I have edited the booking, and now the required deposit is higher. What do I do now?

Booking edits that increase a partially paid total can trigger an additional deposit amount that the Customer must pay if booking deposits are enabled (Manage > Ecommerce Setup > Settings).

To pay the extra deposit, you must manually charge the Customer for the remaining partial amount or the full balance by Staff, or email them an invoice to pay through the provided payment link.

Next Steps

In the next article, we look at adding items/products to the Booking Invoice.

< Adding notes to booking invoices | Adding items/products to booking invoices >

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