Adding a Payment to a Booking

Adding a payment to a booking

In most cases, payments will automatically be added to a booking when it is completed. However, sometimes a payment may need to be added to a booking manually, for example, if cash is taken as payment. When you add a payment to a booking, the booking must have an invoice generated, and the generated invoice will be attached to the booking. 

Table of contents

Adding a payment to a booking as an admin user

Users can add payments for bookings manually. They can do so from the booking view page, where an invoice will be generated automatically for the booking, and admin users can pay for that booking. 

From the sidebar menu, click on Bookings > All Bookings 

On the booking list page, click on the booking you wish to submit a payment for, then select View booking

On the booking view page, click on the Payment button then select Add Payment

If the booking does not have an invoice generated, you will need to generate an invoice before adding a payment.

Click on Continue to generate an invoice for this booking.

Adding payments using a credit card

To pay for a booking as an admin user using a credit card, on the booking list page, click on the booking you wish to add a payment to, and on the booking view page, click on Add Payment under Payment.

If the booking does not have an invoice generated, you will need to generate an invoice before adding a payment.

Click on Continue to generate an invoice for this booking.

An invoice will automatically be generated for this booking and you will be redirected to the add a payment page, to add your credit card details and submit your payment.

Make sure you have enabled a payment gateway for your business to be able to accept online payments. To learn more click here.

On the add a new payment page, you will be able to view the invoice details like the invoice number and the amount to be paid. You can edit the invoice number and even change it by clicking on the edit icon. 

You will also be able to view your customer details like their name, email address, and location. You can edit your customer details by clicking on the edit icon.

Your payment will be encrypted and secured by the payment gateway you have enabled for your business. In this case, the payment is encrypted and secured by Stripe.

  1. You will then be able to view your payment amount, which is the amount you should pay for this booking invoice.
  2. You can add a tip for the assigned fieldworker here.
  3. You can view the total amount to be paid including the tip amount if you have added any. 
  4. You will be able to view your assigned fieldworker for that booking.

Adding credit card details
  1. Add the card number here. 
  2. Then enter the expiry date of the card and the security code of the card, which is the 3-digit security number on VISA, MasterCard, and Discover cards, or the 4-digit numeric code on American Express cards. 
  3.  Enter the credit card holder’s name which is written on the card. 
  4. If you wish to save these credit card details to your profile, then tick the box. 
  5. You can add here any additional comments or remarks you wish to note. 
  6.  If you wish to send the payment receipt to your customer, then tick the box. 

After adding your credit card details, click on Submit to submit your payment successfully.

Adding payments using other payment methods (cash/bank transfer … etc) 

To pay an invoice as an admin user through other payment methods like cash, check, etc.., on the booking list page, click on the booking you wish to add a payment to, and on the booking view page, click on Add Payment under Payment.

If the booking does not have an invoice generated, you will need to generate an invoice before adding a payment.

Click on Continue to generate an invoice for this booking.

After the invoice is generated for the booking, you will be redirected to the add a new payment page, click on ADD OTHER PAYMENT METHODS to add your payment details, and submit the payment for the invoice using cash, check, etc.

On the add a new payment page, you will be able to view the invoice details and process your payment.

  1. Invoice number: This is the number of this invoice and you can edit and change it by clicking on Edit Invoice Number. 
  2.  Invoice type: This is the status of this invoice. 
  3.  Invoice Amount: This is the total amount of the invoice.
  4. Invoice date: This is the date the invoice was generated.
  5. Customer name: the name of the customer you are submitting the payment on behalf of. 
  6. Received date: This is the date the customer has received the invoice. 

Payment type: select from the dropdown menu your preferred payment type for this booking.

  • Fieldworker: This is the fieldworker assigned to this booking. 
  • Payment Amount: This is the amount to be paid by the user. 
  •  Here you can add a tip if you prefer, which will be added to the total amount to be paid.
  •  Total payment including tip: is the total amount to be paid including the tip added. 
  •  Payment Reference: enter your payment reference number for this payment transaction here. A payment reference number is a unique set of numbers and letters that is applied to a financial transaction. The transaction in question could be a bank transfer, a direct debit, a standing order, or simply a payment made using a debit or credit card. 

Description: Add any details or remarks here, which will only be visible to the office.

After clicking on Save, and submitting the payment information, a popup window will appear and you will then have to approve this payment as an admin user, click on Approve to approve the payment.

Adding a payment to a booking as a fieldworker from the fieldworker app

Giving the fieldworker the permission to invoice the company and upload their tax invoices to their booking

If you want to grant permission to your fieldworkers to invoice your company and upload their tax invoices to their bookings, you can easily enable or disable the flag for it. Go to Settings > General Settings > Fieldworker Permissions 

On the fieldworker permission page, scroll down to the bottom of the page and enable or disable the flag to give or deny permission to your fieldworkers.

Adding a payment to an incompleted booking

After logging in from the fieldworker app, from the sidebar menu on the left, they should click on Bookings, then select the booking they would like to submit a payment for. On the booking view page, they should click on the Billing tab, then scroll down and click on Payment.

They will be redirected to the add credit card payment page, to enter the credit card details and pay for the booking. The amount that should be paid for this invoice will be on the top of the page, your fieldworker can add a tip which will be calculated to the total amount to be paid. Your fieldworker can either scan their card or enter their details manually below. 

First, they should enter the card number, then they should enter the credit card holder’s name which is written on the card. 

After that, they should enter the expiration date of the card and the security code of the card, which is the 3-digit security number on VISA, MasterCard, and Discover cards, or the 4-digit numeric code on American Express cards. 

They can also add any comments or remarks, which will only be visible to the office, and not to the customer. After agreeing to the terms and conditions you have set up for your business, they should click on submit to process their payment successfully. 

Adding a payment to completed bookings

After the fieldworker attends and completes the job, they can submit a payment for it manually. 

After logging in from the fieldworker app, they should go to Bookings > All Bookings from the sidebar menu.

Then select the booking they want to submit a payment for, and on the booking view page, click on the Billing tab, then scroll down and click on Payment.

They will be redirected to the add credit card payment page, to enter the credit card details and pay for the booking. The amount that should be paid for this invoice will be on the top of the page, your fieldworker can add a tip which will be calculated to the total amount to be paid. Your fieldworker can either scan their card or enter their details manually below. 

First, they should enter the card number, then they should enter the credit card holder’s name which is written on the card. 

After that, they should enter the expiration date of the card and the security code of the card, which is the 3-digit security number on VISA, MasterCard, and Discover cards, or the 4-digit numeric code on American Express cards. 

They can also add any comments or remarks, which will only be visible to the office, and not to the customer. After agreeing to the terms and conditions you have set up for your business, they should click on submit to process their payment successfully.

To submit a payment using other payment methods like cash, cheque, bank transfer, etc.. they should click on Other payment methods

They will be redirected to the other payment methods page, the amount that was paid for this invoice will be on the top of the page, it can be edited, and your fieldworker can add a tip which will be calculated to the total paid amount. They should select how the payment was received, and add any comments or remarks which will only be visible to the office (admin user and fieldworker). They should then click on Save to save the payment for this invoice.

Requesting customers to add payments to bookings (like a deposit or to pay the invoice via emailing them the deposit or the invoice) 

To request customers to add payments to bookings, you can either request a deposit or email them the booking invoice to pay directly through a link. 

To request deposits from customers for a booking, go to the booking view page and click on Request Deposit

An email popup window will appear, click on send to email your customer to submit a deposit for their booking.

To email your customers the booking invoice to pay, on the invoice page, click on Email, then Email Invoice

An email popup window will appear, click on send to email your customer to pay the invoice for their booking.

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