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Offline payments
Offline payments

How to set up offline payments and mark them as paid

Anni avatar
Written by Anni
Updated over a week ago

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

You can ask customers to pay via an offline method such as cash, bank transfer, childcare voucher etc. 

This article covers:


Select Settings from the left-hand menu, then Payments. From here, select Edit under the Payment options section, next to Offline payments:

We provide a free-form box for you to add custom instructions on how customers can pay you (you can use Markdown to format your text).

For example, you might ask them to pay using:

  • Cash on arrival

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

  • Childcare voucher

Tick the Require payment details response from the booker? box if you require the customer 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):

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

For example:

👉 To complete the booking, customers must check the box to Agree to your offline payment terms and add the additional information.

Option for offline and online payments

If you opt for offline-only payments, we 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 per entry.

To do this, select your entry from your scheduling list, then Edit entry:

From here, select the Tickets & Costs tab and scroll down to the Payment options section:

You can choose between:

  • Enforce online payment: Customers must make an online payment to complete their booking.

  • Online/offline choice: Customers can choose between either paying online or offline (but not both).

  • Offline only: Customers can only complete an offline payment.

✨ Once set, remember to Save your changes.

Recording an offline payment

As offline payments are taken and managed outside of Bookwhen, you will always need to manually record the payment on your account or chase your customer for any outstanding payments.

After a completed booking

Once you've received payment from a customer, you can record it on the booking.

To record the booking:

  • Select Bookings from the left-hand menu

  • Open the booking by selecting the booking reference:

  • Then select Record payment on the right-hand side:

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

For example:

💡 If you select the Owes box on the Bookings page, you can filter to display only bookings with outstanding, unrecorded payments:

During a booking

If you manually book attendees for an event, you can record payments during the process. At the final stage of checkout, you can opt to confirm offline payment (regardless of your payment option settings):

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

💡 Please note: Any entry with the “Enforce online payment” option will enforce this setting during checkout for all tickets that your customers select, even entries where the payment option is set to “Offline only”.

💬 Any questions or feedback? There are two ways to get in touch:

Thank you! 🕺

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