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 ENABLING PARTICIPANT PAYMENTS
Set up prices, VAT and payment
You must enter the correct price and VAT for each product added to the form.
Set “Who is paying” to “Booker” for each product or service that the booker will pay for directly.
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.
You must enable participant payments. (Go to Form builder -> Summary --> Payment to do this.)
Fine-tuning your payment setup
Payment by credit card or invoice?
You can define which "Form of payments" bookers can choose from - credit card and/or invoice. (In Form builder under "Available forms of payment".)
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.
Refund rules
Refund rules must be set on the products if prices are refundable. If not, products are not refundable as a general rule.
Company billing fields
Publish the fields bookers need to complete, if they select a company billing address, such as VAT number, invoice reference, organisation number or cost centre.
Test payment flow
Remember to test the full payment flow by viewing the form as a booker before the form goes live for participants.
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.
Please note that your office must have a live contract with an online payment processor (Stripe, Worldline or Netaxept). The correct settings should also be enabled in Qondor for credit card payments to work. Learn 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 option.
HOW TO SET UP PAYMENT SCENARIOS
1. 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.
2. 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.
3. 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.
4. 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 you might want to enable deposit payments:
You need a positive cash flow in the project and get money in early.
You 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
On a standard product or transport product, you can set a product deposit amount.
How: Click into the product in Form builder --> click on "Pricing" --> enter the product deposit amount in the field --> close and save.
OPTIONAL PAYMENT FEES
You also have the option to activate various payment-related fees.
To manage these, go to:
Form Builder → Summary → Payment → Deposits and Fees
Invoice fees
You can activate invoice fees to charge a fixed fee per invoice to either the booker or your customer, helping cover administrative costs.
The fee applies to every payment, including deposits and final payments.
For e.g. If your booking has two payments (a 30% deposit and 70% final payment), the invoice fee will be added to both invoices.
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.
Customer number for booking invoicing (API only)
If the Invoice API (used to process invoices) is active in your office you will see the option to set up a Customer number for booking invoicing in:
Form builder -> Summary -> Payment under the General tab 👇
This number will be returned in the Invoicing API field customerNumber. The value is always live, so any existing bookings will be updated in the API with the new customer number if it's changed.
