1. Overview

Bookamat provides a powerful billing and invoicing system to help track and collect payments.

How does it work?

Any time you assign a new pass for a client, or if they add a new pass themselves, an outstanding amount will be added to the My Business > Billing > Outstanding page.

If a client has more than one pass against their account, you will see the total amount due for both on this page. To see all items, you can drill down into the client account and record separate payments for each if required.

Payments are displayed by month and the total outstanding is shown for past, current and upcoming months to help you forecast revenue and/or track unpaid amounts.

Example of the Bookamat billing page showing outstanding payments due.
Example of the billing page showing outstanding payments due.

Client account billing

To see a detailed view of what each client owes, select the client’s name or select Options > View Account and navigate to the Outstanding tab.

Example of the Bookamat client billing account page.
Example of the billing page for a client with 2 separate outstanding payments.

Payment settings

To customise the payment types you want to use, go to My Business > Billing > Settings. A list of payment types will be displayed based on the country where your business is based. For example customers in South Africa can use SnapScan for QR payments and customers in Australia can use PayID etc. If there is a payment type you would like added, please contact us.

Enabling a payment type will add it to your list of drop down option for recording payments. If you also want to show a payment type to customers who make purchases online, ensure the Show Online check box is ticked. For example, you might not want to show customers online that you accept cash payments, but you would want to show them an option to pay using a credit or debit card online.

Some payment types allow for payment links or payment IDs which you can paste in. For example if you want to use Paypal, paste your Paypal link (https://paypal.me/…) which will be displayed to customers online.

Bookamat customisable payment settings.

Recording payments

To record a client payment, select the drop down under the Paid For With column and choose the payment type received. E.g. if the client paid cash, select cash and then Save Payments which will appear at the bottom of the screen.

You will be asked to confirm and once agreed, the payment will shift from the Outstanding tab to the Received tab.

Clients who pay online using a credit or debit card will cause their outstanding amount to automatically shift to the received page.

Example of how to save a payment in Bookamat.

Activate bookings

Activating a client booking allows them to use their credits before you have received their payment. To activate a booking select Options > Activate from the Billing > Outstanding page. This will activate the bookings while retaining the outstanding amount for late payment confirmation.

An ‘Activated’ label will be displayed against the booking until it has been marked as paid or written off.

Write off payments

You can also write off (delete) payments by selecting the Options next to the payment to be written off, and selecting Write Off. Clients whose bookings that are written off will also be removed from the schedule.

Reverting payments

If you record a payment in error, it can be reverted (undone) from the Received tab. Reverting a payment will revert it to the Outstanding page and any associated credits will also be removed.

Notes:

  • The revert payment option will not be available for payments where the credits have already been scheduled / modified.
  • Reverting payments only alters the record of the payment and bookings. It does not revert the funds.
Example of how to revert a client payment in Bookamat.