You can manually record an offline payment whilst completing a booking for a booker as an admin or after a booker has completed the booking (if they have selected offline payment at checkout).

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

This article covers:

After completed booking

Select the relevant booking reference in the Bookings tab (a five-digit code consisting of random letters and numbers, e.g. G2YTE).

If Bookwhen shows that they have an amount outstanding, you can select the Record payment button:

Here you can enter the Paid amount, along with the Date Received on, the method by which the booker paid it and any Notes you may find helpful when referring back to the booking later:

Select Save to finish recording payment for this booking.

When completing a booking as an administrator

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.

Recording a refund

Issuing a refund through your payment gateway doesn't translate to booking on Bookwhen. If you'd like to record a refund within Bookwhen, you'll first need to cancel the ticket or booking (depending on what needs to be cancelled):

Once cancelled, you will have the option to Record refund:

Once selected, you will then be able to record the Refund amount, when it was Received on, the Payment type, and a space for any Notes you may wish to add that may come in handy for future reference:

✨ If you have any questions, please get in touch with the support team via live chat or email at

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