✨ Please note: Payments are available on the Lite plan or above.
You can offer customers the option of paying using an offline method, such as cash, bank transfer, or childcare vouchers.
This article covers:
What is an offline payment?
An offline payment is any payment made outside of an online payment provider.
For example, customers might pay using:
Cash on arrival
Bank transfer
Cheque
Childcare voucher
Setting up offline payments
To set up an offline payment option:
Select Settings, then Payments from the left-hand menu on your account.
Select Edit under the Payment options section, next to Offline payments:
Add your offline payment terms in the Instructions for offline payments field:
You can use "markdown" to format your text, such as adding bold, italics, or creating lists.
Tick Require payment details response from the booker? if you need customers to provide details to complete their booking.
For example, they might need to enter a bank transfer reference or a purchase order (PO) number for an 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.
Once you've finished editing your settings, select Save payment details to save them.
Option for offline and online payments
If you only accept offline payments, your payment instructions will automatically appear at checkout. However, if you add an online payment method, Bookwhen will prioritise online payments instead unless you customise this setting for individual entries.
To do this:
Open your Scheduling page.
Select your entry from your schedule list, then Edit entry:
Select the Tickets & Costs tab and scroll down to the Payment options section:
You can choose between:
Enforce online payment: Customers must pay online to complete their booking.
Online/offline choice: Customers can choose to pay online or offline, but not both.
Offline only: Customers can only pay using an offline method.
Once set, select Save or Save & Exit to save your changes.
💡 Please note: If a booking includes both tickets with Enforce online payment and Offline only, customers will be given the option to choose how to pay—either online or offline. This also applies to checkouts that include tickets with the pricing set to no cost, Free ticket, or pass/membership tickets.
Recording an offline payment
Since offline payments are processed outside of Bookwhen, you’ll need to manually record the payment in your account or follow up with your customer for any outstanding payments.
As an admin user, there are two ways you can record an offline payment:
After a completed booking
Once you've received payment from a customer, you can record it on the booking. To do this:
Select Bookings from the left-hand menu on your account.
Use the search filters at the top and select Search to generate the search, or scroll through the list to find the booking.
Once found, select the hyperlinked booking reference to open the booking:
Select Record payment within the booking:
In the record payment screen, you can:
Enter the Paid amount
The date it was Received on
The Payment type (cash, cheque, transfer, card machine or other)
Any additional Notes
Select Save once finished.
💡 If you select the Owes box in the Bookings page search bar, you can filter to display only bookings with outstanding, unrecorded payments:
During a booking
At the final stage of the checkout, when manually booking attendees for an event, admin users can choose whether to record the payment immediately, select the payment method, and add any relevant payment notes.
💡 Even if you’ve set Enforce online payment for the entry, we’ll always show you (the admin) the option to record an offline payment during checkout.
For example:
To do this:
Select Yes under Record payment now?
Select the Payment method, i.e.:
Cash
Cheque
Transfer
Card machine
Online payment
Other
Add any notes you wish to include in the Admin note field.
Once complete, select Complete booking.
✨ Learn more about how admin bookings differ from customer bookings.
💬 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! 🕺