Booking volume allowance and limits FAQ

Booking Volume Allowance is applicable to both accounts using items (Inventory > Items), a key feature of our classic version of Checkfront, and accounts 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).

What is a “booking”?

Checkfront counts each single, unique invoice as a booking. The booking ID is what makes each booking unique. An invoice can contain many items/products, various dates, and can be modified at any time. We may use “booking” and “invoice” interchangeably.

How many bookings do I get?

The Annual Booking volume allowance is based on the plan you purchased. See https://www.checkfront.com/plans to view each plan’s allowance per year.

Which bookings are counted? What if I have cancelled bookings?

All bookings are counted regardless of status, including test, void, and cancelled bookings. If a unique invoice has been generated, then it counts against the plan allowance.

Note, like voided invoices, voided bookings are removed from the system within 30 days but still count against your booking allowance.

How do I check the number of bookings I've used?

You can check your booking volume and the number of bookings available within your profile Billing area (Account > Billing).

Learn more about billing metrics here:

Managing your billing plan

Tips on how to reduce the number of bookings/invoices:

When your Customer needs to make changes, you can edit the existing booking, rather than cancelling the invoice and creating a new booking.
If your Customer wants to purchase several items/activities, then you can put them all onto one booking invoice by adding products (items) to the existing invoice.
Please do not use “fake” bookings to reduce your inventory to zero. Simply change the inventory directly through the Inventory Calendar by item, or create a closure event to make inventory unavailable for booking by date. Learn more here:

- Inventory Calendar - New Experience: Adjust Inventory, Access Bookings, and View Activity Log
- Introduction to product closures (products only)
- How do I make my item unavailable for select dates (items only)

What if I created test bookings?

We give you 100 bookings for testing purposes every year. We consider your allowance to be your plan amount +100. That means for Soho 1300, Pro 3100, and Plus 6100.

How do you count my “year”?

Anniversary Date

Your booking volume period and anniversary date are found under Annual Bookings (Manage > System > Annual Bookings).

The year is a 12-month cycle, starting on the date you initially upgraded from trial to a paid plan. On your plan anniversary date, the booking count is reset to zero and you have the full allocation available again.

Please note, your booking volume anniversary date may differ from your billing date.

For example, you upgraded your trial to a paid monthly plan on March 2, 2019. On August 24, 2019, you switched to an annual plan. Your billing date each year would then be August 24, while your booking volume anniversary date would continue to be March 2.

To view your Next Billing Date, navigate to your Account menu (top right), and click on Billing within the dropdown menu.

For more information, please see the following help article:

Managing your billing plan

What happens with my allowance when I upgrade to another plan?

Your current year's allowance is updated to the new plan quantity. The allowance does not reset until the account anniversary date.

When I reach my booking limit, does my subscription automatically upgrade, or do I need to upgrade manually?

Should you reach 90% or higher of your plan booking limit, an existing administrator Staff account sees a warning modal when logging in letting you know how close you are to the booking volume limit.

Select Upgrade Now in the window to upgrade your plan to the next highest, or you can dismiss the message temporarily by clicking the X in the top right corner.

You also see a banner message reminder starting at 90% of your volume limit on your Dashboard and Billing pages as you approach your booking plan limit.

If you reach your booking limit before upgrading manually, including the provided 100 test bookings, then your plan automatically upgrades to the next highest plan, for example from Soho to Pro, or from Pro to Plus. Once automatically upgraded, you see a new message confirming the upgrade.

Note that only Soho and Pro plans automatically upgrade to their next highest plan should the booking volume limit be reached.

For more information about your Account and Billing, please see the following article.

Managing your billing plan

I have more questions about my booking volume, who do I contact?

Reach out to our friendly Billing team via the information linked below.

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