Payments, deposits and cancellation policies and fees

Bookeo lets you set payment terms and cancellation policies for all the services you offer. Please note that to accept online payments or collect credit card details, you have to integrate one of the payment gateways supported by Bookeo. Click here to learn more about payment gateways and online payments


In this article:


Set Payment Terms
1. To set Payment Terms:

  • In Bookeo Appointments, for
    • your services, go to Settings>Online Payments.
    • your Workshops, go to Settings>Workshops. Click on a workshop.
  • In Bookeo Classes and Courses: go to Settings>Classes, courses, events
  • In Bookeo Tours and Activities: go to Settings>Tours/activities
 



2. Go to the Payment and deposit tab and, in the Payment and deposit section, select the payment terms from the Online Payment [1] scroll down menu. You can:

  • require online payment of the full amount
  • require online payment of a deposit
  • require customers to leave their credit card details 
  • do not accept online payments

 

Deferred Payment

The deferred payment feature allows customers to decide if they want to pay at the time of the booking or at the time of their visit. Click here for more information about this feature.

3. Tick on the Allow deferred payment [2] checkbox if you want to enable the deferred payment feature. 

In the Deferred payment message, you can also include a message [3] that will be shown to customers if they select to pay later.

4. Set the Default [4] payment required from the scroll down menu: pay now or pay later.


 

Pay Balance

The Pay Balance feature  allows customers to pay for the balance of their bookings online. Click here for more information about this feature.

5. In the Pay balance button [5] section, you can tick the checkbox to enable the pay balance feature.

6. Save


Set your Cancellation Fees

Bookeo lets you also set cancellation fees. ​If customers book online, they will be required to agree to the Cancellation Policy to confirm their booking, as shown in the screenshot below.



When you print a booking from your Bookeo Calendar, the printout will include the sentence The customer has agreed to the cancellation policy

1. To set Cancellation Fees:

  • In Bookeo Appointments, for
    • your services, go to Settings>Online Payments.
    • your Workshops, go to Settings>Workshops. Click on a workshop.
  • In Bookeo Classes and Courses: go to Settings>Classes, courses, events
  • In Bookeo Tours and Activities: go to Settings>Tours/activities


2. Go to the Payment and deposit tab 
 

Select a mode for the cancellation policy: rules or custom policy.

3. From the Mode selector, you can select one of the cancellation fee modes offered by Bookeo:

  • Option 1 - rules: You can set rules to calculate the cancellation fee, and let Bookeo calculate fees and refunds based on the rules: 
    • Bookeo will automatically charge fees when applicable, and there is a credit card on file. 
    • Bookeo will notify you if a refund is due, and calculate the amount due for refund. Bookeo will not issue refunds automatically. Click here to learn more about refunds.
  • Option 2 - custom policy: you can input a custom message describing your cancellation policy. Bookeo will display the policy as you wrote it.
    • Bookeo will not charge cancellation fees.
    • Bookeo will not notify you if a refund is due.

You can read more about these two options below.

 


Option 1 - Rules for Cancellation policy

1. From the Mode selector, select rules

2.  In the Cancellation fee section, select your standard cancellation fee [6] from the scroll down menu. The most common standard cancellation fee is full refund

3. You can also set multiple cancellation fees to be automatically applied when a booking is cancelled, for example a higher fee for cancellations made 24 hours before the visit, a lower fee for cancellations made upto 3 days before the visit. ​Click on the New fee [7] button and select:
- when the fee applies
- set the fee



4. Save​

 

Option 2 - Custom Cancellation policy

1. From the Mode selector, select custom policy [8]



2. In the Cancellation policy [9] field, type your Cancellation policy.

3. Save

 
Please note that if you set a custom cancellation policy:
  • Bookeo will make no calculations nor charge any cancellation fees automatically. If needed, you can manually charge a cancellation fee if there is a credit card on file for the booking. Click here for information on how to charge a credit card from your dashboard.
  • Bookeo will not notify you if a refund is due.