Working with booking statuses from booking invoices

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Learn how to change the booking status of a Booking Invoice, along with the option to trigger an email notification in the process.

New to the Booking Invoice? Read the first article in this series for an introduction to the Booking Invoice.

 

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Which plans include this feature?

Legacy:  Soho, Pro, Plus, Enterprise, Flex
New:  Growth (Subscription), Growth (Per Booking), Managed
→ Learn more about our new plans or how to change your plan.

Where can I find this feature using the top menu?

Reports > Booking Index > Booking Details > Invoice

What more do I need to use this feature?

• Admin or restricted permissions to Bookings.
  
  

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

• This feature is available in both our classic version using items (Inventory > Items) and our newest version using products (Inventory > Products).  → Learn more about products

 

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Booking statuses communicate precisely where an invoice is in the booking process. Booking status changes are triggered automatically by specific 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.

 

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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 to change the booking status.

 

Pre-bookings and Void Bookings Customer data from pre-bookings and void bookings are held in the system for up to 30 days. This allows you to reconcile your reports and our Support team better troubleshoot missing payments.

 

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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). 

If you don't want to trigger a notification to send to Customer or Staff recipients, you can just uncheck the Send email notifications field when you confirm the update.

 

For step-by-step instructions on how to do this, please see the following help article: How do I change the status of a booking without emailing a Customer?

 

Choosing not to send an email notification for a booking status change prevents only instant notifications attached to that status from being sent at that time. Scheduled notifications continue to be sent as planned.

 

For more information on statuses and email notifications, including how to create your custom statuses, learn more here: Introduction to booking statuses Introduction to email notifications

 

How do I make a bulk change to the status of bookings? Check out the following article to learn more: How do I bulk update bookings?

 

In the following article in this series, we look at adding notes to booking invoices.

 

 

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< Introduction to the booking invoice and booking details     |     Adding notes to booking invoices >

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