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Recording a payment
Recording a payment

Learn how to record payments and refunds, and what to do to stop a ticket showing as ‘unpaid’

Anni avatar
Written by Anni
Updated over a week ago

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

There are a few reasons why you may need to record payment after a completed booking:

  1. If you have an offline payment option for your customers, and you need to record payment after they've booked

  2. If you or your customer has cancelled a booking and you have refunded your customer

This article covers:

After completed booking

Select Bookings from the left-hand menu and select the relevant booking reference from your list (a five-digit code consisting of random letters and numbers, e.g. G2YTE).

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

You can then enter the Paid amount, along with the Date Received on, the method by which the customer 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 be presented with 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: This option always appears for team members, regardless of your payment settings.

Recording a refund

Issuing a refund through your payment provider or offline doesn't translate to booking on Bookwhen.

If you'd like to record a refund, 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:

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

Thank you! 🕺

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