✨ Please note: Payments are available on the Lite plan or above.

Bookwhen allows you to ask the booker to pay via an offline method (e.g. cash, bank transfer, childcare voucher etc.). 

This article covers:


Setup

Head over to Settings and then Payments. You'll see the option to edit Offline payments.

We provide a free-form box for you to add custom instructions on how bookers can pay you (it also accepts Markdown). For example, you might ask them to pay by:

  • Cash on arrival

  • Bank transfer or cheque (you can quote your bank details in the Instructions for offline payments box)

  • Childcare voucher

If you require the booker to provide you with some details to complete the booking (e.g. the reference they will use in their bank transfer or the PO (purchase number) number for the invoice), make sure to tick the box for Require payment details response from the booker?

The booker must submit some information in a mandatory field to complete the booking.


Option for offline and online payments

If you don't decide to add an online payment method to your account, then Bookwhen will automatically show your offline payment instructions by default at checkout. However, if you add an online payment method to your account, Bookwhen will only show your bookers the online payment option at checkout.

You can also set this option at an entry level. Navigate to your Schedule page to change the setting, select the entry in question, and select Edit entry. From there, select the Tickets & Costs tab.

You now have the option to set:

  • Enforce online payment

  • Online/offline choice

  • Online payment only


Booker checkout

Below is a screenshot of an example offline payment instruction:

In your settings, the highlighted space for Additional information only appears if you've ticked the box for Require payment details response from booker?.

To complete the booking, the booker must check the box to Agree to your offline payment terms.


Recording an offline payment

After a completed booking

Once you've received payment from a booker, you'll want to record it on Bookwhen.

To record the booking:

  • Navigate to the Bookings page.

  • Select the booking code in question.

  • Select Record payment on the right-hand side:

You can then enter the paid amount, the date you received it, the payment type (cash, cheque, transfer, card machine or other) and add any notes in the Notes section before selecting Save.

During a booking

If you are manually booking attendees for an event, you have the option to record payments during the process. After selecting your booker contact and attendee details, you will see the payments screen -

Select Yes in the Record payment now? field and enter a payment type and any notes you wish to include before selecting Complete booking.

💡 To note:

  • If you select the Owes box on the Bookings page, you can filter to only show results of bookings that still have an unrecorded payment associated with them.

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