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Payments and Checkout

This guide covers payment methods, service charges, the checkout flow, and how payments integrate with the ERP system.

Payment Methods

The following payment methods are supported:

Method Description
Cash In-person cash payment
Bank Transfer Wire transfer to the agency bank account
POS Terminal In-person card payment via point-of-sale terminal
Card Online Online card payment via payment link
Tabby Buy-now-pay-later via Tabby integration

Service Charges

Each payment method may carry a service charge (surcharge) that is added to the booking. Service charges appear as SERVICE_CHARGE service lines and are shown separately in the financial summary.

The service charge rates are configured by the administrator. When a customer selects a payment method at checkout, any applicable surcharge is automatically calculated and added.

Checkout Flow

From Shopping Cart

  1. Add items to the cart and assign a customer (see Shopping Cart).
  2. Click Proceed to Checkout.
  3. Select the payment method.
  4. Choose between deposit or full payment.
  5. Review the total including any service charges.
  6. Confirm to create the booking and initiate payment.

From Booking Detail

For bookings created manually or from other sources:

  1. Navigate to the booking detail page.
  2. Review the Balance Due in the financial summary.
  3. Use the payment actions to record payments received.

Payment Status

Bookings track payment progress through these statuses:

Status Meaning
UNPAID No payment received
DEPOSIT_PAID A partial deposit has been received
PARTIALLY_PAID Some payments received but balance remains
FULLY_PAID The full amount has been collected

The payment status is calculated automatically from the sum of recorded payments against the total amount due (Total Sell + Service Charges).

ERP Integration

Payments and financial records are synchronized with the ERP system (Odoo):

  • Sales Orders -- Created in the ERP when a booking is confirmed, containing the service lines as order lines
  • Invoices -- Generated from sales orders when payment is due
  • Credit Notes -- Issued when bookings or service lines are cancelled (see Cancellations)

Note: If ERP synchronization fails, the booking is still created locally. Use the Maintenance Dashboard to identify and retry failed ERP syncs.

Financial Summary Reference

The booking's financial summary shows:

Field Calculation
Total Cost Sum of all non-service-charge line costs (converted to local currency)
Total Sell Sum of all non-service-charge line sell prices
Service Charges Sum of SERVICE_CHARGE line sell prices
Total Paid Sum of all recorded payments
Balance Due Total Sell + Service Charges - Total Paid

Next Steps