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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Reports > Booking Index > Booking Details > Invoice

• 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).

 

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Booking statuses communicate 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.

 

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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 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.

 

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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 wish to trigger a notification to send to Customer or Staff recipients, then uncheck the Send email notifications field when confirming 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?

 

For more information on statuses and email notifications, including how to create your own custom statuses, learn more here: Introduction to booking statuses Notifications - Email (Booking Status): Introduction

 

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 next 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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