Adding payments to booking invoices

Admin permissions or restricted permissions to Process Payments and Process Accounts Receivable Payments.
A plan that includes Gift Certificates for Gift Certificate Payments.
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).

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

In this article, we cover adding a payment to a Booking Invoice, including by credit card, POS payment, gift certificate, or user account with information on handling split payments and allowing overbookings.

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.

Adding payments

Invoice Add Payment

Admin or Staff members can apply a partial or full payment to a booking by clicking on the Add Payment button in the left sidebar, or the Pay Now options within the invoice, to open the Add Payment Modal.

When a payment is made, a transaction is applied to the invoice and the balance due is updated.

If the full payment is supplied, then the booking status is automatically set to PAID, otherwise, it is set to DEPOSIT.

Learn about the different payment options in more detail below.

Adding credit card payments

Add POS Payment - Credit Card

If you have a Payment Provider activated, then you can enter Credit Card details and automatically bill the Customer.

- Credit Card Payment Fields

Field	Description	Learn More
Amount	The total amount of the payment. The Amount field is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale (Manage > Setup > Locale).
Name on Card	The name of the Cardholder as it appears on the credit card.	This should include any middle initials.
Card	The number displayed on the Customer's credit card.	Format and number of digits vary depending on the card type.
Accepted	A visual reminder of credit cards accepted for payment.	These are configured 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 and location of this number varies depending on the type of credit card. 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 with your Payment Provider and merchant agreement, if you have any concerns.
Address	The billing address for the card.	It is important for this information to be accurate if your Payment Provider does Address Verification (AVS).
Postal / Zip	The postal or zip code for the card.	It is important for this information to be accurate if your Payment Provider does 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 to be included 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

Split Payment Option

When adding a payment to a booking, Staff can manually split the payment to a different Customer credit card by choosing the [New Card] option from the dropdown menu and filling in the required card details.

This option is only visible if adding a payment to a booking that has a credit card payment previously added.

Using the Square payment processor for mobile payments? The Square mobile app allows for split payments by default. Learn more here:

Payment Provider: Square

Adding POS payments

Add Payment POS

Alternatively, you can add a payment processed outside of Checkfront. POS payments create a transaction in Checkfront but do not collect any funds.

- POS Payment Fields

Field	Description	Learn More
Amount	The total amount of the payment. The Amount field is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale (Manage > Setup > Locale).
Payment Type	For example: POS - Cash POS - VISA POS - MasterCard POS - AMEX POS - Credit POS - Debit POS - Voucher Cheque Bank Transfer Gift Certificate	The payment type used to accept the payment outside of Checkfront. These are configured within Ecommerce Setup (Manage > Ecommerce Setup > Settings).
Payment Date	This is the date the payment was processed.	Those with permission to process payments - Admin permissions or the permission to Process Payments - can specify this date. This date can be edited for up to 6 months by those with those same permissions.
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 to be included 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 are also useful for tracking payments processed through previous booking systems for those transitioning to Checkfront from another booking system.

Due to Payment Card Industry (PCI) compliance issues, you absolutely must not store any credit card details within your Checkfront account.

If you apply a POS payment, which was paid for with a credit card, then DO NOT add the credit card details to the notes section of the invoice.

Failure to comply can result in the suspension of your account until such issues are rectified.

Adding payments by gift certificate

Add Payment Gift Certificate

For those on plans that support our Gift Certificates feature (Pro, Plus, Enterprise, and Flex) and that have the Gift Certificate feature enabled (Manage > Integrations > Sales), a third payment type is Gift Certificate. Simply enter the gift certificate number (GCN Code) and the payment amount due is deducted from the balance of the gift certificate.

- Gift Certificate Payment Fields

Field	Description	Learn More
Amount	The total amount of the payment. The Amount is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale (Manage > Setup > Locale).
GCN Code	Enter the gift certificate code or the gift certificate to be redeemed, then click Search.	The matching Gift Certificate is loaded into the Add Payment modal, including information such as 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 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 to be included 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

User Account

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, which is then owed to your business on an account receivable basis.

The Payment Code field can be filled with any value and used to help identify the payments or capture a 3rd party code, such as a voucher code. The Payment Code is included in the Transactions report (Reports > Transactions).

- User Account Payment Fields

Field	Description	Learn More
Amount	The total amount of the payment. The Amount is prefixed by the currency of the payment.	Your system currency is configured within Setup: Locale (Manage > Setup > Locale).
User Account	Staff/Partner account menu selection for accounts receivable payment.	Requires the Process accounts receivable payments (billed later) Staff/Partner account permission to be enabled at Manage > User Accounts.
Payment Code	A custom value used to identify the payment. The code is viewed in the Transactions report (Reports > Transactions).	Requires the Process accounts receivable payments (billed later) Staff/Partner account permission to be enabled 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 to be included 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.

Allowing overbooking

Allow Overbooking

The Allow Overbooking checkbox shows in the Add Payment modal if Staff attempt to add a manual payment to a booking that causes the booking to conflict with another and consume more item/product inventory than is available.

Checking this option allows the payment to proceed and the overbooking to take place. If this warning displays, then a manual payment cannot be processed unless Allow Overbooking is checked.

In the next article in this series, we look at refunding payments from Booking Invoices.

< Updating POS transactions from booking invoices | Refunding payments from booking invoices >

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