Payments

managing payments in booking management software system

Overview

Payment may be required for a few different reasons:

  1. Payment to activate assets. This typically a monthly or yearly subscription for the assets. See asset subscription
  2. Payment to purchase SMS allocation.
  3. Payments that you receive for bookings on your assets.
    • Prepay - payments can be enabled such that booking is required at the time of booking.
    • Postpay - bookings are taken after the booking is made to your customer. The booking is in pending state until it is confirmed manually by the asset owner.

Stripe: By default, payments are managed by Stripe. All payments are processed by Stripe unless the system is configured with a customized payment service provider or gateway. Generally payments from your customers goes to your nominated stripe account after deducting any stripe fees and our application fees.

Asset Payment

Before an asset can be enabled for booking, it needs to be activated. Typically this is done via asset subscription. Assets will be in active state if the subscription is active.

The Getting Started guide has some instructions on subscribing to assets.

Booking Prepay Payment

This section assumes you need payment before the bookings of your customer are confirmed.

Payment is optional: Receiving payments via bookandpay.com is optional and booking for some business assets may not require payment. Payment may be processed external to the booking system for various reasons. Please see the postpay section for further details.

If you need to receive payments to confirm a booking, there are a few steps required.

Step 1. Authorize with Stripe Connect

If you already have a Stripe account, then see the steps here.

Otherwise, see here for the steps to create and authorize a Stripe account.

Stripe Account has already been created

If you already have a Stripe Account please use the following steps:

Create and Authorize a Stripe Account

If you do not have a Stripe account the following steps will guide you through the creation of a Stripe account, and authorization of the Stripe account with the BookAndPay application.

Step 2. Setup a Booking Cost

Once your account has been linked with Stripe, you need to decide how much your customer need to pay for bookings. You need to do this for all the assets which need payment for confirmation.

The cost of booking your asset may be fixed or variable. For example the cost may be $15/hour irrespective of the time of the day or day of the week. Or it may be higher after certain time or during weekends.

Fixed cost

Fixed cost is used when booking cost is when a flat fee is charged regardless of the time of the booking. Booking cost or pricing should be set for each asset.

Please see the following steps to apply fixed pricing to an asset:

asset usage pricing in booking management software system asset usage pricing update in booking management software system

Variable cost

Variable cost allows you to vary the pricing based on time, day or month.

Please see the following steps to apply variable pricing to an asset:

  • Select Pricing from the asset list.
  • Click on the edit button next to Price Type.
  • Select one of the following options and
    • day_of_the_week- price vary based on the day of the week, e.g. 7AM to 10AM is $4, and 10AM to 5PM is $5.
    • hour_of_the_day - price vary based on the hour of the day, e.g. Mon to Fri is $10, and Sat to Sun is $12.
  • Click the Update button
  • Navigate back to the asset list and click on the Pricing link again.
  • For day_of_the_week pricing. Please see the steps below on configuring the daily pricing.
    • You will see a list of the days of the week in a table along with the Usage Price that has been configured for the day of the week.
    • In the form below the table fill in the following fields:
      • Select the day of the week, e.g. mon
      • Select the currency, e.g. AUD
      • Enter the amount to be charged for that day of the week, e.g. 100.0
      • Enter 1 in the next field
      • Select day in the final field.
      • Click the Update button.
      • You will see that the Monday pricing has updated in the pricing table.
      • Please repeat the above steps for the remaining days of the week.
Pricing - Day of the Week
  • For hour_of_the_day pricing Please see the steps below on configuring the hourly pricing.
    • You will see a list of some table entries corresponding to hours of the day.
    • To add an entry to the table please fill in the form below the table.
      • Enter the Start Time field, e.g. 02:00 pm
      • Select the currency, e.g. AUD
      • Enter the amount to be charged for that day of the week, e.g. 100.0
      • Enter 1 in the next field
      • Select hour in the final field.
      • Click the Add button.
      • You will see that the pricing table has updated with a new entry for the hour of the day that you have entered.
      • Please repeat the above steps for the remaining hours of the day for which you accept bookings.
Pricing - Hour of the Day

Supported Configurations

Booking Type Fixed Cost Variable Cost
Single slot
Block
Recurring
Term

Step 3. Set the booking_confirmation_type attribute

Set the asset attribute booking_confirmation_type to payment_confirmation_prepay. You need to do this for all the assets which need payment for confirmation.

Now that payment has been configured a customer will now be required to make a payment through Stripe before a booking is confirmed.

Booking Postpay/Manual Booking Confirmation

In this scenario the booking payment will not be taken at the time of the booking. Payment may be taken in an external system or a payment not be applicable but a manual confirmation by the asset owner is required.

Set the booking_confirmation_type

Set the asset attribute booking_confirmation_type to payment_confirmation_postpay.

Now when your customer completes the payment the booking will be in a pending state until you manually confirm the booking.

Marking a booking as confirmed

Please see the following steps to approve a booking:

  • From the Assets page Click on the Bookings link next to the asset.
  • For the booking of interest you will see the Booking Status as pending_payment_postpay. Please click on the More Details button.
  • Next click on the Approve Booking button. See the screenshot below.
  • This will take you to an Approve Booking screen. Please fill in the form with the following details:
    • Approval reason - You can choose one of the following values: payment_received, payment_not_required, other_reasons.
    • Approval note - additional notes to add to the approval.
  • Click the Confirm Booking button
    • This will change the Booking Status to confirmed.
    • Your customer will also be notified through message rules that their booking has been confirmed.
  • You should then be taken to a Success screen.
  • If you go back to the Booking List screen then you should see the Booking Status as confirmed.

Approve a Booking

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