Payments, deposits, balance & store credit
How one booking tracks a deposit and balance as a payment ledger, how to record manual EFT, how overpayment becomes store credit, and how add-ons added after booking are invoiced.
Every booking carries a payment ledger on its Payments tab — one booking, many payment entries — instead of a single all-or-nothing payment. This is how deposits, balances, extra charges and refunds all live together.
From quote to booking
When a guest accepts a quote, one booking is created for the full amount with a first ledger entry called Deposit (the deposit you set on the quote). If the quote was “pay in full”, that entry equals the total; “reserve only” seeds no deposit.
Recording manual EFT
- Mark received — when the deposit (or any pending entry) reflects in your account, click Received. The first received payment confirms the booking, blocks the calendar and issues the invoice.
- Record a payment — add the balance or any other payment by hand (amount + optional reference). Multiple payments are fine.
- Paid / Balance due — the tab always shows what’s in and what’s still owed, derived straight from the ledger.
Overpayment → store credit
If a guest pays more than they owe, the extra is never lost — it’s posted automatically as store credit held for that guest with you. When they have a balance on another booking, use Apply store credit to settle it.
Add-ons after a booking
On the Add-ons tab you can add extras (a late checkout, a transfer, an extra room) to a confirmed booking. Each add-on is its own transaction: it joins the booking, raises the total, and gets its own invoice. Choose Mark as paid now if you took the money there and then, otherwise it’s added to the balance to collect later. Guests can also add extras themselves from their trip page — those land on the balance for you to confirm.