Guests pay in all sorts of ways — online at booking, over the phone, at a walk-up desk, or later toward a balance. TripWorks records every one of them on the trip's Payments tab, so a booking always shows exactly what's been paid and what's still due.

Apply a payment

A guest can pay the full amount at booking, or apply payments toward the balance before or after the experience — useful when you only require a deposit up front.

1. Open the trip and select Payments.
2. Select Payment and choose the method.
3. Enter the amount — the full total, or a partial amount toward the balance — and confirm.

Payment methods

• Credit card — the most common method, for online, phone, walk-up, and reseller bookings. Enter the full or partial amount to charge. If the guest paid online, their card is already saved to the booking — see Charge the saved card on file below.
• Cash — choose Pay By Cash and enter the Tender Amount (what the guest handed you). TripWorks calculates and records the Change Given automatically, which makes balancing your cash drawer at the end of the day much easier.
• Check — select Check to log a check payment on the trip.
• Wire transfer — record the sender, wire date, and amount for a wire payment.
• Other — for anything else (common when you're new to TripWorks and still setting up), enter the amount and note where it came from in the comments.

Whatever the method, the payment lands on the trip and flows into your reports. To return money, see Refund a payment; to collect from several guests, see Splitting payments between guests.

Charge the saved card on file

When a guest pays online — a deposit or a full payment — their card is securely saved to the booking (see Is my card saved when I book online?). To collect a remaining balance later, charge that saved card directly. There's no need to re-key a card, send a new payment link, or run it through a separate tool like Square.

1. Open the trip and select Payments.
2. Select Payment, then choose Saved Card.
3. Enter the amount toward the balance and confirm.

Collecting the balance this way keeps the whole booking — deposit and balance — on one record, and avoids the extra processing fee you'd pay by running the card through an outside terminal.

If you don't see the Saved Card option, an account admin can enable the permission to charge payments for your user. If a booking shows no saved card, the guest most likely paid by another method (cash or check), or the card's retention window has passed.

How a payment applies across tickets

A payment can be tied to particular tickets, or taken against the trip as a whole. Which one it is decides what happens to the balance on every other ticket.

• Tied to specific tickets. For example, when you collect from one guest in a group with Pay Now on their ticket. It only ever counts toward those tickets.
• Taken against the trip. This is the ordinary case, when someone pays a total. It is shared across the tickets it covered, in proportion to what each ticket is worth. It also covers amounts no single ticket carries, such as a pickup fee or a gift card sold on the trip.

A trip payment only covers the tickets that existed when you took it. Add a ticket to a trip that is already paid and the earlier payment is not stretched to cover it. The new ticket shows its own full amount due, Pay Now on that ticket collects exactly that, and the tickets already settled stay settled.

For example, a family of four pays their trip in full. The next day a fifth guest joins and you add a ticket. That ticket shows its full price, and charging it collects the full price. The original four keep reading as paid, because the payment they made never covered a fifth person.

A few more details:

• A cancelled ticket still counts as covered. If a ticket existed when a payment was taken and was cancelled later, that payment is still treated as having covered it. Refund the guest if the money should go back to them.
• Redeemed gift cards spread across the whole trip, rather than only the tickets that existed at the time.
• Tips are separate. A tip is never spread across tickets; it stays a tip.

Frequently asked questions

Related

• Is my card saved when I book online?
• Add products to a booking & charge the card on file
• Splitting payments between guests
• Refund a payment