Qondor supports payment of bookings by credit card and the generation of invoice specifications, which can be connected to an internal invoicing solution using our API.
REQUIREMENTS FOR ACTIVATING PAYMENT ON A FORM
Form products must have correct prices and VAT
"Who is paying" must be set to "Booker" for products that bookers are paying for themselves. Participant categories can be used to override who is paying for a product, if for example regular attendees are paying for a conference package themselves, whereas speakers are paid for by the customer.
Refund rules must be set on the products if prices are refundable. If not, products are not refundable as a general rule.
In Form builder -> Summary --> Payment you must enable participant payments
If bookers select a company billing address, publish any additional payment fields they need to fill in.
In Form builder under "Available forms of payment" you can define which "Form of payments" bookers can choose from - credit card and/or invoice.
📌When a booking is created, the available forms of payment set at that time are locked to that booking. This means that even if you change the available forms of payment in the Form Builder after the booking has been made, the original forms of payment will still apply to existing bookings.Remember to test the full payment flow by viewing the form as a booker. You can do this by right clicking the live address url from Form builder, and selecting to open the form in an incognito or private browser. Make sure to do this before the form goes live to participants!
Please note that your office must have a live contract with the online payment processor (Stripe / Worldline /Netaxept). Then the correct settings should be enabled in Qondor for credit card payments to work. Read more here on how to set this up in Qondor.
If your office does not have a contract, you can test credit card payments with test cards. Contact support@qondor.com to activate this.
HOW TO SET UP PAYMENT SCENARIOS
Full payment when booking
Activate participant payments in Form builder --> Summary --> Payment and don't select "Delay payments". Everyone who needs to pay something will then have to pay in full before their registration is completed. Learn more about this payment scenario.
No payment when booking, full payment later
In Form Builder--> Summary --> Payment, select "Delay payments" and set "Delay remaining payments until" to the day when you want full payment to be possible. The date must be later than the deadline for registration. Bookers will not pay anything when registering, so you have to send payment reminders when remaining payments are due. Learn more about this payment scenario.
Deposit payment when booking, full payment later
Select "Delay payments" and set "Delay remaining payments until" to the day when you want full payment to be possible.
General deposit or product deposit must be activated.
The deposit has to be paid when registering. Full payment can be done when the date for remaining payments is due, so you have to send payment reminders when remaining payments are due. Learn more about this payment scenario.
No payment when booking, deposit payment later, then full payment
Select "Delay payments" and set "Delay payments until" to the day when you want deposit payment to be possible. Then, set "Delay remaining payments until" to the day when you want full payment to be possible.
General deposit or product deposit must be activated.
Nothing is paid when registering, so you have to send payment reminders when deposit payments and remaining payments are due. Learn more about this payment scenario.
DEPOSIT PAYMENTS
If deposit payments aren't strictly necessary on your project, don't activate it. This is because it means more work for you, more payments to follow up, more payments for bookers to complete, more complicated booking balances and so on.
Reasons to have deposit payments can for example be:
Need a positive cash flow in the project and get money in early
Need participants to commit to their attendance to guarantee the event
Note that deposit payments are not refundable as a rule, so if someone cancels their registration their booking balance will still include the deposit. You must manually correct their booking balance with additional payments if the deposit is refundable.
You can either activate a general deposit bookers must pay if they select at least one product they must pay for, or activate deposit on one or more products they are paying for. General deposit is recommended as it is connected to the booking only and not a particular product that the booker may unbook, rebook etc. It is not possible to combine both deposit options in the same form.
General deposit
Activate this in Form Builder--> Summary --> Payment --> Deposits and Fees. Below is an example where General deposit is activated. You can choose between a deposit with a percentage of the total booking value, or a fixed amount per booking:
Product deposit
Under the "General & Pricing" tab on a standard product or transport product, you can set a product deposit amount:
Under the "General & Pricing" tab on an accommodation product, you can set a product deposit amount to a specific number of nights:
ADDITIONAL PAYMENT SETTINGS
In Form Builder --> Summary --> Payment --> Deposits and Fees, you have the option of activating various fees available for payment.
Invoice fees
You can activate invoice fees in Form Builder --> Summary -> Payment --> Deposits and Fees. Invoice fees will apply to all payments, both deposits and final payments:
Booking change fee
The Booking Change fee is an additional payment which occurs when a Project manager receives a request to change a booking and there is a fee to do so.
You can enable a booking change fee in Form Builder --> Summary -> Payment --> . When editing a booking as a Project manager, you then add this to the booking balance by selecting it on the summary step.
Set a product category on a booking change fee
If you are using Product categories you'll want to ensure accurate reporting on product categories.
Just like when you're adding an additional payment from Financial Details, you can also set the product category for a booking change fee. When the Project manager then adds Booking change fees to bookings when editing bookings, the additional payment will have this product category set automatically.
