Understanding booking status types

The system automatically sets some of these statuses when certain functions are performed.

For example, the system sets the status as Deposit if a partial payment is applied to an invoice. The status is set to Paid if full payment is applied to an invoice.

You can also manually apply statuses to update the progression of the booking. We look at this in further detail in the following article.

An example might be a Customer paying their balance on site with cash. You can pull up the invoice, change the status to Paid, and apply a POS payment to balance the books.

So let's have a look at the system statuses. You are free to change the labels on these to suit the needs of your business. However, the status IDs are not user-configurable due to their roles within the system.

Pending

This locked status is used to hold a booking pending confirmation. Inventory is set aside and unavailable for further bookings.

Deposit

The system uses this locked status when a partial payment has been applied to a booking.

The system Deposit status notification is only sent when the booking changes to the Deposit status. Partial transactions applied when the booking is already at the Deposit status do not trigger the Deposit notification to send again.

Learn more about the available payment settings here:

• Configuring payment settings

Paid

The system sets this locked status after an invoice has been paid in full through a Payment Provider, keeping in mind that this means the transaction has been authorized for payment and potentially paid out.

How long it takes for the deposit to arrive in your bank account depends on your payout schedule with your Payment Provider.

This status can be set manually if POS receives payment. Inventory is set aside and unavailable for further bookings.

Learn more about the available payment settings here:

• Configuring payment settings

Quote

This is an unlocked status by default. Similar to Pending. However, the product booked is not held aside while the booking is confirmed.

Draft

After the Customer Booking Form is submitted and the payment page arrives, this locked status holds a booking until payment is completed.

If your payment settings do not require payment to complete a booking, the status automatically sets to the default Customer Status in the Configuration area (Manage > Setup > Configuration).

Draft bookings are only held in the system for 30 days (aside from permanent notations within the Account Activity report (Reports > Account Activity) showing the Draft Booking).

This gives you time to reconcile your reports and our Support team time to troubleshoot missing payments.

Inventory within Draft bookings is held for 15 minutes.

If the hold time passes before the booking is completed, then the inventory is released unless the Customer chooses to extend the time.

There is no option to adjust the default Draft booking hold time.