Do you have a participant who wants to pay a custom amount (differing from the set payment plan or balance due)? Use the "Add Payment" function to record it and ensure that your client's remaining balance is correct.
To add a new payment to your client's booking, please go to your trip dashboard and choose "Add Payment".
There are three payment options:
Pay Installment Due - This allows you to pay the next installment for your client.
Pay all remaining installments - This allows you to pay all of the remaining installments for your client. The client's balance will be fully paid.
Pay - This allows you to record a custom amount being paid at your discretion. The client's balance due will be reduced by the amount entered.
Choose the payment method
You can now choose the payment method. There are three options:
1. Checking Account (these options will change depending on the currency chosen): You must have your client's bank information at hand. Standard WeTravel pricing applies. Your client will receive a reservation confirmation email.
2. Credit/Debit Card: You must have your client's credit/debit card information at hand; standard WeTravel pricing applies. Your client will receive a reservation confirmation email.
3. Cash or Check: You can record cash or check payments with no transaction fee applied. You can choose whether you want your client to receive a booking confirmation email by selecting this option in the box. We highly recommend using the note field to indicate details about the payment so you and your client will know what this payment refers to.
IMPORTANT: If you don't choose to send the booking confirmation to your client when adding a cash or check payment, you won't be able to send it later, and we will not be able to either.
Click on "Confirm Payment," and you have successfully recorded a payment. You will see the following message: "Payment successfully added."
Frequently Asked Questions (FAQ)
What are the fees for using the Add Payment function?
Regular WeTravel pricing applies unless you're recording a cash/check payment, for which we don't charge any fees.
How will the payment plan be affected if I record a custom amount?
The payment plan will have the same dates as before. The balance due will be reduced by the amount you've just entered. The payment will first be applied to the deposit. If it's larger than the deposit, it will be applied to the deposit and the first installment. If it's even larger, it will be applied to the deposit, first installment, second installment, and so forth.
Is the payment information saved?
Yes, we save your client's payment information, and it will be set as the default payment method for future payments, including auto-billing if enabled.
Can I add a payment when the booking has been canceled?
No, payments can only be added to users marked as going. If you have canceled a user and want to reinstate them, please ask them to book the trip again, or follow these steps to register them on their behalf.
Are the Terms and Conditions I have added to my profile also included in this function?
Yes, they are. You can add your own Terms and Conditions to the checkout process, and they are agreed to when you click on "Confirm Payment".
Can I change the note after confirming the payment?
Unfortunately, the note cannot be changed after the payment has been confirmed.