Add or record payments directly from a Booking Invoice to keep your booking balances and financial records accurate. This feature lets you process or log payments quickly and securely, whether accepting a deposit, a final payment, or a manual entry for a POS transaction.
With this article, you can find information on:
- Accessing the features mentioned in this article
- Accessing the adding payment option
- Adding credit card payments
- Adding POS payments
- Adding payments by gift certificate
- Adding user account payments
- Adding payments through a mobile browser and Square POS App
- Adding multiple partial payments to an invoice
- Allowing overbooking
New to the Booking Invoice? 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 > Add Payment).
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, including Process Payments. Others noted inline.
- A plan that includes Gift Certificates for Gift Certificate Payments.
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
Accessing the adding payment option
Admin or Staff members can apply a partial or full payment to a booking by clicking on the following options in the Booking Invoice:
- Add Payment button to the left sidebar.
- Pay Now options within the invoice to open the Add Payment Modal.
When someone makes a payment, the system applies a transaction to the invoice and updates the balance due.
- If someone applies a full payment, the system automatically sets the booking status to PAID; otherwise, the system sets the status to DEPOSIT.
You can learn more about the different payment options below.
Adding credit card payments
If you have a Payment Provider activated, you can enter Credit Card details and automatically bill the Customer.
Understanding credit card payment fields
| Field | Description | Learn More |
| Amount |
The total amount of the payment. The payment currency prefixes the Amount field. |
Your system currency is configured within your Locale setup (Manage > Setup > Locale). |
| Name on Card | The name of the Cardholder as it appears on the credit card. | This entry should include any middle initials. |
| Card | This number is the number displayed on the Customer's credit card. | Format and number of digits vary depending on the card type. |
| Accepted | A visual reminder that you accept credit cards. | You can configure payment methods within Ecommerce Setup (Manage > Ecommerce Setup > Settings). |
| Expiry Date | The expiry date as it appears on the Customer's credit card. | |
| CVC | The credit card security number, as it appears on the credit card. | The number of digits varies depending on the credit card type. Check the back of the card next to the signature! |
| CVC Not Present | Check this box if you do not have the CVC number. | Processing a payment without the CVC could result in higher transaction charges due to the increased security risk. Check your payment provider and merchant agreement if you have any concerns. |
| Address | The billing address for the card. | This information must be accurate if your Payment Provider performs Address Verification (AVS). |
| Postal / Zip | The postal or zip code for the card. | This information must be accurate if your Payment Provider performs Address Verification (AVS). |
| Options - Send email notifications | Opt to send email notifications with the payment. | These are configured within Notifications (Manage > Notifications). |
| Options - Show note on Customer invoice | Opt to show the note entered with the payment on the Customer's invoice. | Notes are only visible to Staff if this is not selected. |
| Notes | Add a note for the system to include on the invoice. | See the above setting for visibility options. |
| Allow Overbooking | Allows Staff to proceed with a manual payment if a booking conflicts with another. | Learn more about this option here. |
Adding split payments
When adding a payment to a booking, Staff can manually split the payment to a different Customer credit card by selecting the [New Card] option from the Options dropdown menu and entering the required card details.
This option is only visible when adding a payment to a booking that already has a credit card payment.
|
Learn more about mobile payments Using the Square payment processor for mobile payments? The Square mobile app allows for split payments by default. Check out the following article: |
Rebilling credit cards
Payment providers may be able to re-charge a Customer's credit card using previously provided payment information.
- If your payment provider supports rebilling, the system prefills Credit card details in the Add Payment window, and Staff can manually add an amount to process.
- If rebilling is not supported, you can add a POS payment instead.
|
Rebilling support Not all payment providers support rebilling. View our help articles to learn more about the capabilities of each payment provider here: |
Adding POS payments
You can also add a payment processed outside of Checkfront. POS (Point of Sale) payments create a transaction in Checkfront but do not collect funds.
Understanding POS payment fields
| Field | Description | Learn More |
| Amount |
The total amount of the payment. The payment currency prefixes the Amount field. |
Your system currency is configured within the Locale setup (Manage > Setup > Locale). |
| Payment Type |
For example:
|
The payment type used to accept payments outside of Checkfront. You can configure payment types within Ecommerce Setup (Manage > Ecommerce Setup > Settings). |
| Payment Date | This date is the date the payment was processed. | Admin or those with permission to Backdate POS Payments can view and specify this date. |
| Options - Send email notifications | Opt to send email notifications with the payment. | These are the ones configured in Notifications (Manage > Notifications). |
| Options - Show note on Customer invoice | Opt to show the note entered with the payment on the Customer's invoice. | Notes are only visible to Staff if this is not selected. |
| Notes | Add a note for the system to include on the invoice. | See the above setting for visibility options. |
| Allow Overbooking | Allows Staff to proceed with a manual payment if a booking conflicts with another. | Learn more about this option here. |
|
POS payment types POS Payment Types are also helpful for tracking payments processed through previous booking systems for those transitioning to Checkfront. |
|
POS payment limits POS payments are limited to being added to bookings retroactively as far back as six months prior. |
|
Do not store credit card details You must not store credit card details in your Checkfront account due to compliance requirements under the Payment Card Industry (PCI). If you apply a POS payment, the Customer paid with a credit card, DO NOT add the credit card details to the notes section of the invoice. Please comply to avoid suspension of your account until we rectify the situation. |
Adding payments by gift certificate
If you are on plans that support our Gift Certificates feature - Pro, Plus, Enterprise, or Flex - and have it enabled (Manage > Integrations > Sales), you can use a third payment type: Gift Certificate.
Enter the gift certificate number (GCN Code), and the system deducts the payment amount due from the gift certificate balance.
Understanding gift certificate payment fields
| Field | Description | Learn More |
| Amount |
The total amount of the payment. The payment currency prefixes the Amount. |
You can configure your system currency within Setup: Locale (Manage > Setup > Locale). |
| GCN Code | Enter the gift certificate code or the gift certificate to be redeemed, then click Search. | The system loads the matching Gift Certificate into the Add Payment modal, including the outstanding Balance, Valid From date, Expires date, and the original Total value. |
| Options - Send email notifications | Opt to send email notifications with the payment. | These are the ones configured in Notifications (Manage > Notifications). |
| Options - Show note on Customer invoice | Opt to show the note entered with the payment on the Customer's invoice. | Notes are only visible to Staff if this is not selected. |
| Notes | Add a note for the system to include on the invoice. | See the above setting for visibility options. |
| Allow Overbooking | Allows Staff to proceed with a manual payment if a booking conflicts with another. | Learn more about this option here. |
Adding user account payments
Another payment type is User Account. This type allows a Staff or Partner account to charge the Customer for the booking using a third-party payment method outside the enabled payment provider.
Your business is owed back this amount from the Staff or Partner account on an accounts receivable basis.
You can fill the Payment Code field with any value. It is used to help identify payments or capture third-party codes, such as voucher codes. The Transactions report (Reports > Transactions) includes the payment code.
Understanding user account payment fields
| Field | Description | Learn More |
| Amount |
The total amount of the payment. The payment currency prefixes the Amount. |
Your system currency is configured within the Locale setup (Manage > Setup > Locale). |
| User Account | Staff/Partner account menu selection for accounts receivable payment. | To use this feature, you need to enable the Process accounts receivable payments (billed later) Staff/Partner account permission at Manage > User Accounts. |
| Payment Code |
The custom value used to identify the payment. You can view this code within the Transactions report (Reports > Transactions). |
To use this feature, you need to enable the Process accounts receivable payments (billed later) Staff/Partner account permission at Manage > User Accounts. |
| Options - Send email notifications | Opt to send email notifications with the payment. | These are those configured within Notifications (Manage > Notifications). |
| Options - Show note on Customer invoice | Opt to show the note entered with the payment on the Customer's invoice. | Notes are only visible to Staff if this is not selected. |
| Notes | Add a note for the system to include on the invoice. | See the above setting for visibility options. |
| Allow Overbooking | Allows Staff to proceed with a manual payment if a booking conflicts with another. | Learn more about this option here. |
|
Staff and Partner account permissions The User Account tab only shows when the Staff or Partner account has permission enabled for Process accounts receivable payments (billed later). Learn more about account permissions here: |
Adding payments through a mobile browser and Square POS App
|
Learn more about mobile payments For a detailed look at adding payments through the mobile browser and Square POS App, check out the following article: |
Adding multiple partial payments to an invoice
Customers may only make a full balance payment or a deposit, followed by a balance payment on their invoice.
- If you need multiple partial payments after the initial one, Staff can manually enter these payments using the Add Payment modal during the customer's booking edit.
Allowing overbooking
The Allow Overbooking checkbox appears in the Add Payment modal when Staff attempt to add a manual payment to a booking that conflicts with another booking and consumes more item/product inventory than is available.
Selecting this option enables payment and overbooking to proceed. If this warning appears, you must check Allow Overbooking to process a manual payment.
Frequently Asked Questions
-
Can I transfer a payment from a previous booking to a new one?
While we don't have a feature that directly supports this, you can use POS payments to manually record the transfer of funds between bookings by doing the following:
- On the invoice that has the payment, issue a POS refund.
- On the invoice that needs the payment, add a POS payment for the same amount as your refund in the previous step.
Next Steps
The following article explains how to refund payments from Booking Invoices.
< Updating POS transactions from booking invoices | Refunding payments from booking invoices >