Utilizing booking statuses from booking invoices

Admin permissions or restricted permissions to Bookings.
The Booking Invoice feature is available to both those using items (Inventory > Items), a key feature of our classic version of Checkfront, and those using products (Inventory > Products), a key feature of our newest version of Checkfront.

New to Checkfront - Products ✨

Products (Inventory > Products) is the successor feature to (Inventory > Items) and is available in our newest version of Checkfront.

Not yet on our newest version and interested in upgrading? Please contact our Technical Support team for more information.

Discover more product-related help articles here: Products (New).

In this article, we look at how to view and change the booking status of a Booking Invoice with the option to trigger an email notification in the process.

New to the Booking Invoice? Be sure to read the first article in this series, Introduction to the booking invoice and booking details, before starting!

Please read the full series of articles, accessed at the side and bottom of this page, to learn more about the full management capability of the Booking Invoice features.

What are booking statuses?

Booking statuses are labels that enable you to reflect exactly where an invoice is in the booking process. Booking status changes are triggered automatically by certain changes to the booking or can be changed manually by a Staff member with the appropriate permissions.

For example, an invoice may be in a Pending state without any payments applied. The Customer then makes a partial payment, so the status updates to Deposit to reflect that payment. Once the invoice is paid in full the status updates to Paid.

Changing booking statuses

Booking Status List

The current status of an invoice is indicated by a brightly coloured label in the top left corner of the document, as seen in the image above.

You can click on this label and open a dropdown menu in order to change the status of the booking.

Pre-bookings and Void Bookings

Customer data from pre-bookings and void bookings are held in the system for up to 30 days. This provides you with an opportunity to reconcile your reports and our Support team to better troubleshoot missing payments.

Sending email notifications

Send Status Email

Do you have email notifications to Customers or Staff tied to a booking status? Changing the status automatically triggers the notification and sends an email to the configured recipient(s).

- How do I change the status of a booking without emailing a Customer?

If you don't wish to trigger a notification to send to Customer or Staff recipients, then uncheck the Send email notifications field when confirming the update.