✨ Please note: Payments can only be taken on the Lite plan or above.
Bookwhen offers different ways to accept payments for your bookings. You can take payments online through a payment provider or offer offline options, such as cash or bank transfer.
This article explains how payments work, the payment providers available and how to manage your payment settings.
How to find your payment settings
To manage your payment settings, select Settings, then Payments from the left-hand menu on your account.
From the Payments page, you can:
Set up an online payment provider
Manage offline payment options
Choose your account currency
Set your tax percentage
Add a refund policy
Online payments
You can advertise prices and accept online payments on your trial or any paid plan.
To accept payments online, you'll need to connect Bookwhen with one of our supported payment providers: Stripe or PayPal.
Your payment provider processes payments from your customers and manages the funds you receive. Processing fees may apply, depending on your chosen provider and payment setup.
Available payment providers on Bookwhen:
Stripe allows your customers to pay by card during checkout.
To get started, select Manage next to Stripe in your payment settings, then follow the steps to connect your account.
PayPal allows your customers to pay using their PayPal account. Depending on your PayPal settings, you may also be able to offer guest payments.
To get started, select Manage next to PayPal in your payment settings, then follow the steps to connect your account.
⚠️ Please note: Worldpay is no longer available for new sign-ups.
Payment methods
The payment methods available to your customers depend on your chosen payment provider and its settings.
For example, Stripe allows you to manage which payment methods you offer through your Stripe account. After connecting your payment provider, check its settings to make sure the payment methods you want to offer are available.
Useful articles about online payments:
Offline payments
You can also allow customers to pay offline, for example, by cash, bank transfer or cheque.
Offline payment options are customisable. You can add instructions explaining how and when customers should pay. Customers can review these instructions during checkout and in their booking confirmation email.
Set up an offline payment option
To add or update your offline payment instructions:
Open Settings, then Payments.
In the Offline payments section, select Edit:
Add your instructions in the Instructions for offline payments field.
If needed, select Require payment details to ask customers for specific information, such as a bank transfer reference or purchase order number.
Select Save payment details.
Example offline payment instructions
"Please make your payment in cash on arrival or via bank transfer to the following details:
Account number:
Sort Code:
Thank you."
Recording a payment
Offline payments are taken and managed outside Bookwhen. Once you receive payment, you'll need to manually record the booking as "paid".
You'll also need to manage any outstanding payments directly with your customer.
Currency
You can choose the currency used on your Bookwhen page from your payment settings. Before changing your currency, check that it is supported by your chosen payment provider.
To change your currency:
Open Settings, then Payments.
Next to Pricing settings, select Edit:
Choose your currency from the drop-down list:
Select Save changes.
Accepting multiple currencies
Depending on your payment provider settings, you may be able to accept payments in multiple currencies through Stripe or PayPal,. However, your public booking page can only display prices in your account's primary currency.
If you want to show an equivalent amount in another currency, you can include this in your ticket or event description. You can also offer an offline payment option for that currency.
Tax percentage
If your business is registered to collect tax, you can add a tax percentage to future bookings.
To set your tax percentage:
Open Settings, then Payments.
Next to Pricing settings, select Edit:
Select My business is registered to collect tax:
Enter your percentage in the Tax percentage field:
Select Save changes.
The tax applies to payments processed through your chosen payment provider. Bookwhen calculates the tax and adds it to the total collected by the provider.
💡 When reviewing the tax paid, 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 add or update your refund policy:
Select Settings from the left-hand menu, then Payments.
Under Refund policy, select Edit:
Add your refund policy blurb in the Refund policy field:
Select Save changes when you have added all of the relevant information.
How customers access your 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.
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