Add Your Payment Terms

Table of contents:

• How to set payment terms for online bookings?
• Payment terms options
• How to add terms and conditions for your business?
• How to set different payment terms for new services?
• How to set different payment terms for different services?
• How do payment terms affect bookings created by admin user ?
• How do payment terms affect bookings in the customer portal?
• What happens if the service selected has different payment terms default settings?

If you allow your customers to place booking requests online through your customer portal, you can set the payment terms required for them to be able to place their booking requests. You can also set different payment requirements for different services from within your services settings if required.

OctopusPro allows you to control payments easily by selecting your preferred payment term for each service either you want them to pay full payment or deposit in advance or pay after the service is done. 

If there’s no payment term selected for a specific service, it will be set to the default payment terms.

Please note that this does not affect bookings created by your admin users or by your fieldworkers.

How to set payment terms for online bookings?

Payment terms are set for your business’s online bookings from the customer portal, these terms will be applied for all services by default unless you set different payment terms for a certain service. 

• • To set payment terms, go to Settings > Financial Settings > Payment Terms
  • You will be redirected to the payment terms page, select your preferred payment term and due dates.

• Gift cards payment terms: payment terms are not applied on the gift cards, so if your customer purchased a gift card through your customer portal, he will be required to make a full payment to complete their purchase.

 

Payment terms options

• No Payment: This option means that you don’t charge your customer any amount in advance for the service 
• No payment (collect card details): This option will require the customer to fill in their credit card information without charging the customer any amount. A message will be displayed at checkout to your customer to inform them about your payment collection method. A message will be shown to your customer at checkout, you can edit the message from the message box below.

• Deposit: Select this if you want to charge the customer an amount of the payment in advance, you can charge a fixed amount or a percentage of all the payments.
  • Fill in the amount that you want to be deposited, for example, 10 
  • Then select if you want it to be a percentage or fixed amount from the drop-down menu. For example, if you want 10 euros as a deposit or 10% of the total amount to be deposited.
  • A message will be shown to your customer at checkout, you can edit the message from the message box below.

• Full Payment: Select this if your service needs to be paid in full in advance. A message will be shown to your customer at checkout, you can edit the message from the message box below.

Full payment after: Select when you want your customer to pay full payment from the drop-down menu. A message will be shown to your customer at checkout, you can edit the message from the message box below.

How to add terms and conditions for your business?

You can add your business terms & conditions to be displayed on every new quote, booking, and invoice you create. You can either enter your terms and conditions as text to be displayed at the bottom of the PDF template or upload a PDF document that gets attached as an additional file when sending quotes, bookings, and invoices to your clients. 

• To set terms and conditions, go to Settings > Financial Settings > Payment Terms.
• Select if you want to upload a file or add a text from the drop-down menu.
• Then click on Save.

How to set different payment terms for new services?

You can add different payment terms for each service created so when a customer books this service it will have its own payment terms in checkout.

• Add a payment term for your new service when creating it. To create a new service, go to Settings > Services Settings > Services from the side menu on the left.
• Click on Create new.

• You will be redirected to the “create new service” form. To learn more about how to create a new service click here.
• After filling in the service details click on next, to fill in the Cost & Payrate, select paid service.
• Click on Set up different payment requirements for this service.
• Now select your preferred payment term for this service. To know more about each payment term option please read above.
• Click on next then save.

How to set different payment terms for different services?

• You can change payment terms for each service after they are created, go to Setting > Services Settings > Services from the side menu on the left.
• Click on actions then select Edit next to the service you want to change.

• You will be redirected to the edit service page, click on Cost & Payrate, select paid service then click on Set up different payment requirements for this service. Now select your preferred payment term for this service. To know more about each payment term option please read above.
• Then click on save.

How do payment terms affect bookings created by admin users?

When admin users create a new booking with a service that has a different payment method, it will be shown when creating the booking and in the booking’s invoice after creating it.

To create a new booking, go to Bookings > Create new, you will be redirected to the new booking form.

After adding the service you want you’ll find the deposit required to be paid in the payment section. This depends on the payment terms for the business or the service selected.

When the booking is created, you can view the payment required from the booking’s invoice.

Go to Invoices > All Invoices, and click on the invoice related to your booking. You will find the deposit required in the payment section.

How do payment terms affect bookings in the customer portal?

In the customer portal, if a customer is booking a service that has no payment terms and the default setting is set to no payment, the customer can proceed with confirming the booking without adding the payment information. 

For example, the default settings are set to no payment, and the “haircut” service doesn’t have a payment term. When the customer is confirming the booking, no payment details are required and no deposit will be added.  To learn more about creating booking in the customer portal click here.

• Another example: The default setting is set to no payment and the “makeup” service is set to full payment, if the customer booked this service the system will automatically calculate it with the service payment terms.
• First, the customer will be required to add his payment details by selecting his payment method.

The customer will then proceed to confirm their booking, the payment method will be added, and the deposit amount will be calculated upon the service payment term. Once the customer confirms their booking, their deposit amount will be processed through the payment method added.

What happens if the service selected has different payment terms to default settings?

• The company payment terms are set to all services when booked from the customer portal unless each service has its payment term. 
• For example, if the company’s payment terms are set to “10% deposit” and the “Piercing” service is set to full payment, the system will automatically set the payment term to full payment which is the service payment term.
• That means that the service payment terms overwrite the default settings payment terms.

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