Extending or changing bookings

Extending a booking before it's been paid/invoiced

If the booking has not been settled, you can extend the booking and it will update the respective billing item automatically.

1. Locate the customers booking you which to extend.

2. Extend the booking to the relative hours.

3. For Local's this will be charged at the next billing date, else use the charge now button to charge the customer and generate an invoice.

Extending bookings after it's been paid/invoiced

As the booking has already been settled, you will need to charge the customer only for the extended period.

1. Extend the booking in the calendar to the required times.

2. Note the total for this full booking.

3. Subtract the previous amount already paid from the new total.

4. Add the item 'meeting room hire' in the services list to either monthly charges, or charge now and input the difference that you've calculated in the previous step.

5. Add a description to this item that's obvious for the customer to understand: Eg Charge for requested meeting extension on 10/12 for an extra 1hr 30mins.

6. For Local's this will be charged at the next billing date, else use the charge now button to charge the customer and generate an invoice.

Changing a booking before it's been paid for.

If the booking has not been settled, you can change the booking and it will update the respective billing item automatically.

1. Locate the customers booking you which to change.

2. Change the booking to the relative date and hours.

3. For Local's this will be charged at the next billing date, else use the charge now button to charge the customer and generate an invoice.

Changing a booking after it's been paid for

As the booking has already been settled, you will need to delete the previous booking and create a new booking and charge or credit the customer the difference.

1. Create the booking for the new requested date and times.

2. Note the total for this full booking.

3. Locate the previous booking and note the total also for this already paid booking, then delete it.

4. If the total is the same, no action is required, else

   1. If the booking is more, subtract the previous amount already paid from the new total then add the item 'meeting room hire' in the services list to either monthly charges, or charge now and input the difference that you've calculated in the previous step. Add a description to this item that's obvious for the customer to understand: Eg Charge for requested meeting extension on 10/12 for an extra 1hr 30mins.

   2. If the booking is less, make a note on the profile of the credit the customer has and it can then be either simply credited on the next booking or refunded upon customer request.

5. For Local's this will be charged at the next billing date, else use the charge now button to charge the customer and generate an invoice.