Example payment schedule

In this example, two payment schedules have been set up where 30% of the amount must be paid immediately after booking, and the remaining amount must be paid 42 days before the booking takes place.

Payment Schedule 1 Settings

Name: Deposit
Description: Deposit
Target text "description" after merge: Payment (full amount)
Target text "date" after merge:
Default: Yes
Product: Select
Priority: 1
When: 0 days Immediately after booking
Amount: 30 Variable - based on remaining amount
Time before: 0 days
Time after: 49 days
Merge: Next
Who: Customer
Direction: Incoming

Payment Schedule 2 Settings

Name: Remaining amount
Description: Remaining amount
Target text "description" after merge: Payment (full amount)
Target text "date" after merge:
Default: Yes
Product: Select
Priority: 2
When: 42 days before the reservation takes place
Amount: 70 Variable - based on full amount
Time before: 7 days
Time after: 0 days
Merge: Previous
Who: Customer
Direction: Incoming

Next, configure this in the workflow, where in this example status 20 is reservation, status 29 is deposit paid, and status 30 is fully paid.

Automatic transition to set reservation status to fully paid once fully paid:

Description: Reservation is fully paid (20-30)
Valid for: Both parent and child
Status: 20-RESERVATION
Time in days/minutes: 1 minute
After the following event
Event: reservation that is paid
Action: change status
Select new status: 30-FULLY_PAID

Automatic transition for reservation with deposit paid to change to deposit paid status:

Description: Reservation is deposit paid (20-29)
Valid for: Both parent and child
Status: 20-RESERVATION
Time in days/minutes: 1 minute
After the following event
Event: payment schedule is paid
Action: change status
Select new status: 29 DEPOSIT_PAID

Automatic transition from deposit paid to fully paid once the remaining amount is paid:

Description: Reservation is fully paid (29-30)
Valid for: Both parent and child
Status: 29-DEPOSIT_PAID
Time in days/minutes: 1 minute
After the following event
Event: payment schedule is paid
Action: change status
Select new status: 30 PAID

You can also set up payment reminders if a payment has not been made on time.
These are always accompanied by an email transition.

Automatic transition for a reservation where the deposit hasn't been paid 7 days after booking:

Description: Payment reminder 7 days after booking (20-21)
Valid for: Both parent and child
Status: 20-RESERVATION
Time in days/minutes: 14 days
After the following event
Event: Date/time when the reservation was made
Action: change status
Select new status: 21-REMINDER

Email status linked to this:
Old status transition: 20-RESERVATION
New status transition: 21-REMINDER
Email to: To customer
Copy to BCC: Yes
Valid for: Both parent and child
Specify email (optional):
Template: Booking_Reminder1

This email should include a payment link and a note on the deadline to pay before the reservation is cancelled.

Next, reject reservations that are still unpaid after the reminder.
In this example, the customer has 14 days to pay after receiving the payment reminder before the reservation is rejected.

Description: Reservation not (partially) paid - REJECTED (21-80)
Valid for: Both parent and child
Status: 21-REMINDER
Time in days/minutes: 14 days
After the following event
Event: Last reservation status change
Action: change status
Select new status: 80-REJECTED

You can also link this to an email transition to notify the customer of the rejection.

For reservations that have been paid after the reminder, ensure they are updated to paid status.
Set up 2 different transitions: one for deposit paid and one for full payment:

Description: Reservation is deposit paid (21-29)
Valid for: Both parent and child
Status: 21-REMINDER
Time in days/minutes: 1 minute
After the following event
Event: Payment schedule: schedule is paid
Action: change status
Select new status: 29-DEPOSIT_PAID

Description: Reservation is fully paid (21-30)
Valid for: Both parent and child
Status: 21-REMINDER
Time in days/minutes: 1 minute
After the following event
Event: Reservation that is paid
Action: change status
Select new status: 30-PAID

You may also choose to configure a transition for a reservation where the deposit was paid, but the remaining amount was not paid on time.