Booking Payment Status
Keeping track of payments is essential for your tourism business. Tourism Accelerator makes it easy to see at a glance which bookings are paid, pending, or partially settled, so you can follow up appropriately and maintain healthy cash flow.
Payment Status Types
Each booking displays one of these payment statuses:
Paid
Full payment has been received
Displayed with a green indicator
No further payment action required
Guest is ready for their experience
Pending Payment
No payment has been received yet
Displayed with a yellow indicator
Follow-up may be required
Common for manual bookings set to "pay later"
Partially Paid
Some payment received, balance outstanding
Displayed with a blue indicator
Shows amount paid and amount owing
May need follow-up for remaining balance
Refunded
Payment was returned to guest (full or partial)
Displayed with a grey indicator
Booking may still be active or cancelled
Refund amount is recorded
Failed
Payment attempt was unsuccessful
Displayed with a red indicator
Guest needs to provide new payment method
Follow-up required
Viewing Payment Status
On the Calendar
Booking cards show colour-coded status
Hover over a booking to see payment details
Quick visual scan shows which bookings need attention
On the Bookings List
Navigate to Bookings
The Payment column shows status for each booking
Use filters to show only specific payment statuses
Sort by payment status to group similar bookings
In Booking Details
Open any booking
View the Payment section for:
- Current status - Amount paid - Amount owing - Payment history - Transaction details
Managing Different Payment Statuses
Following Up on Pending Payments
For bookings with pending payments:
Open the booking
Click Send Payment Request
Guest receives email with payment link
Track when payment link was sent
Alternatively, you can:
Call the guest to take payment over phone
Process card payment directly in the booking
Record a cash payment if received in person
Handling Partial Payments
When a deposit has been taken:
The booking shows "Partially Paid"
Outstanding balance is displayed
You can:
- Send request for remaining balance - Take payment directly when guest arrives - Set up payment reminder for a specific date
Resolving Failed Payments
When a payment fails:
Contact the guest promptly
Explain the payment didn't go through
Offer to try a different card
Send a new payment link if needed
Document all attempts in booking notes
Payment Tracking Features
Payment History
Every booking maintains a complete payment history:
All payment attempts (successful and failed)
Refunds processed
Payment methods used
Timestamps for each transaction
Payment Receipts
For completed payments:
Automatic receipt sent to guest
Receipt available in booking details
Can be resent if guest needs copy
Setting Payment Expectations
At Time of Booking
Clear communication about payment:
When full payment is required
Deposit amounts and final payment timing
Accepted payment methods
What happens if payment isn't received
Before the Experience
For pay-later bookings:
Send payment reminders
Clarify accepted payment methods on arrival
Confirm what happens if they can't pay
Filtering Bookings by Payment Status
To focus on specific payment situations:
Go to Bookings
Click the Payment Status filter
Select the status you want to see:
- All pending payments (for follow-up) - All partial payments (for balance collection) - All failed payments (for resolution)
This helps you prioritise your payment-related tasks.
Payment Status and Reporting
Your payment data feeds into reports showing:
Revenue by payment status
Outstanding payments due
Failed payment trends
Refund totals
Use these insights to improve your payment collection processes.
Common Payment Questions
Can I change a booking's payment status manually? Yes, you can record offline payments or adjust status when payments are received outside the system. What if a guest pays in cash on arrival? Open the booking and click "Record Payment" to mark it as paid and note the payment method. How do I know if a payment is still processing? Payments typically process within seconds. If stuck on "processing," check your payment provider or contact support. Can I require full payment before the experience? Yes, configure your experience settings to require full payment at booking or set a payment deadline.
Staying on top of payment status ensures you're not caught off guard and maintains your business cash flow.