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 Settings -> Payment you must enable participant payments
  • If bookers select a company billing address, publish any additional payment fields they need to fill in.
  • In Participant -> Participant Categories you can define which "Form of payments" bookers can choose from, credit card and/or invoice. 
  • 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 (DIBS or 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 DIBS or Netaxept test cards. Contact support@qondor.com to activate this.



HOW TO SET UP PAYMENT SCENARIOS

Full payment when booking 

Activate participant payments in Form Settings -> 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 Settings -> 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

First thing's first; if deposit payments aren't strictly necessary on your project, don't activate it. There are simple reasons for this; 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 Settings -> Payment. 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 Settings -> Payment, you have the option of activating various fees available for payment.

Invoice fees

You can activate invoice fees in Form Settings -> Payment. Invoice fees will apply to all payments, both deposits and final payments:

Booking change fee

You can activate a booking change fee in Form Settings -> Payment. When editing a booking as a Project manager, you can add this to the booking balance by selecting it on the summary step.

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