✨ Please note: You cannot take payments with the Free plan. Payments are available on the Lite plan or above.
This article covers:
How to find your payment settings
To open your payment settings:
Select the Settings, then Payments from the left-hand menu on your account:
The payments page allows you to:
Set the conditions for your customers' payments
Choose an online payment provider (Stripe or PayPal)
Define offline payment conditions
Establish your refund policy
Online
💡 If you plan on taking online payments for your bookings, you must sign up with either Stripe or PayPal. Worldpay is no longer available for new sign-ups.
To set up an online payment option:
Select the Setup button next to your chosen service to initiate the process to link your provider with Bookwhen:
Select either Connect with Stripe for Stripe:
If you're already logged into Stripe, your accounts will automatically link, and you can select Done.
Or select Connect with PayPal for PayPal:
If you're already logged into PayPal, your accounts will automatically link, and you can select Done.
Offline
You can choose the method by which you will receive offline payments (e.g., cash, bank transfer, cheque, etc.).
To set up an offline option:
Select Edit in the Offline payments section:
Add your terms in the Instructions for offline payments field:
Tick the Require payment details box if you need the customer to provide specific details to complete the booking (e.g., the reference for their bank transfer or the PO number for the invoice).
Once complete, select Save payment details.
Currency
💡 Important note: Please ensure the currency you choose is compatible with your chosen payment provider.
You can select the currency for your Bookwhen page. To do this:
Select Edit next to Currency:
Select the currency from the drop-down list, then Save changes:
Select Save changes once complete.
Tax percentage
You can set a tax percentage, and it will be added to the cost of future bookings. To do this:
Select Edit next to Currency:
Add the amount in the Tax percentage field:
If your prices account for tax, you can leave this as zero.
Select Save changes once complete.
The tax applies to all payments processed through your chosen payment provider. We calculate the tax and add it to the total collected by the provider rather than using the provider's tax calculation.
💡 When reviewing the tax paid, keep in mind that Bookwhen provides a breakdown of the booking into ticket cost, added tax, and total cost. However, this breakdown won't appear directly when viewing a payment through your payment provider.
Refund policy
We recommend that you enter a Refund policy within payment settings. To do this:
Select Edit next to Currency:
Add your refund policy in the Refund policy field:
Select Save changes once finished.
How customers access the refund policy
After you have set the refund policy, the hyperlink to open it will appear as "View our refund policy" at the footer of your page:
Once selected, the refund policy will open under a new tab ("Refund Policy") on your public page:
💡 Please note: Some payment providers require a refund policy. Learn the requirements for taking payments online.
💬 Any questions or feedback? There are two ways to get in touch:
For a quicker response, please contact us via live chat on our homepage or your account.
Or send us an email
Thank you! 🕺