Taking a Payment

Most payments happen automatically — customers pay when they book through the widget. This guide is for the manual cases: taking payment at the POS, over the phone, or collecting a balance at check-in.

Where payment happens

Every booking has a payment panel with the current paid amount, balance owing, and a button to take payment. You'll find it on:

• The booking modal (clicking a booking on the calendar).
• The check-in dashboard.
• The invoice page for the booking.

Card payment via Stripe

Click Take Payment on the booking, then choose Card.

1. Enter the amount to charge (defaults to the outstanding balance).
2. Enter the card details in the Stripe form — number, expiry, CVC.
3. Optionally tick Save card to store it for future charges on this customer.
4. Click Charge.

The charge goes through in a few seconds. On success, the booking's paid amount updates and a receipt is emailed to the customer.

Saved cards

If the customer has a card saved (from a previous booking), it appears as a one-click option on the payment panel. Use this for repeat customers calling in for a booking — no need to retake card details.

Card declined

If Stripe declines the card, you'll see the decline reason (insufficient funds, invalid CVC, etc.). The payment doesn't go through, no money moves. Ask the customer to try a different card, or switch to cash/EFTPOS and record that manually.

Cash, EFTPOS, or other manual methods

When you've taken money outside Booking Phoenix — cash at the counter, EFTPOS on a separate terminal, a bank transfer — record it so the booking's balance reflects reality.

1. Click Take Payment.
2. Choose Cash, EFTPOS, or Other as the method.
3. Enter the amount.
4. Add a note if helpful (e.g. a reference number for the EFTPOS transaction).
5. Click Record Payment.

No money actually moves through Booking Phoenix for manual methods — the system just records it for reporting. Your till and Booking Phoenix's totals should match at end-of-day.

Partial payments and deposits

To take a deposit (e.g. 25% upfront, balance on arrival):

1. Make the booking and enter only the deposit amount in the payment field.
2. Save — the booking shows a balance owing.
3. At check-in, take the balance using the check-in flow's payment panel.

There's no automatic enforcement of "deposit must be X% of total" — it's staff discretion. If you want this rule enforced, raise it with support.

Taking payment over the phone

Phone payments use the same Stripe card flow. Best practice:

• Read the amount back to the customer before charging ("I'm going to charge $180 to your Visa ending 4242, is that OK?").
• Ask them to confirm the CVC verbally — don't ask them to write it anywhere.
• Never store the card number on paper — enter it directly into Stripe's form and close the note when done.
• Email the receipt straight away so they have confirmation.

Overpayment and adjustments

If you accidentally overcharge, refund the difference (see Processing Refunds). If you undercharged, take the extra as a second payment — you can have multiple payment records against a single booking.

Failed payments

If a Stripe charge fails after the booking is saved (e.g. you took a card number down wrong on a phone booking), the booking stays in place with a balance owing. The customer's booking isn't cancelled automatically — chase them for the balance or cancel the booking per your policy.