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Overview

A booking in Flashquotes represents a client’s confirmed service agreement, which may include one or multiple event days. Each booking serves as an umbrella that contains payment terms, event details, and client information. Bookings can be created automatically through your booking form or manually for special cases.

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Booking Structure

In Flashquotes, there’s an important distinction between bookings and events:
  • Booking: The overall service agreement that includes payment terms and client details
  • Event: A single day of service within a booking
One booking can contain multiple events (service days), all managed under a single invoice.
Each booking includes:
  • Booking form responses
  • Payment information
  • Client details
  • Associated events
  • Invoice details
  • Dynamic booking confirmation
If your booking has a signed contract, you can view and download it from the Contract tab on the booking page. Learn more about contracts →

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Creating and Managing Bookings

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Manual Booking Creation

To manually create a booking:
  1. Navigate to the Bookings page
  2. Click the New Booking button in the top right
  3. Enter booking details:
    • Client information
    • Payment terms
    • Event details
    • Service requirements
Manual booking creation is particularly useful for corporate clients with special payment terms or recurring conventions.
The form includes a Send booking confirmation checkbox, checked by default, that emails the contact a confirmation when you save. Uncheck it to record the booking quietly — for example, when backfilling past events or logging an arrangement made over the phone. See Booking Confirmation Email.

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Managing Multiple Events

To add additional event days to a booking:
  1. Navigate to the booking view
  2. Locate an existing event
  3. Click the Copy button next to the event
  4. Select the new date
  5. Customize the timeline and details as needed
This is useful for:
  • Adding setup days
  • Creating multiple service days
  • Scheduling recurring events
Multi-day bookings allow you to:
  • Manage multiple events under one invoice
  • Create different timelines for each day based on service days from the original quote
  • Track setup and service days separately
  • Maintain consistent client information across all event days
  • Handle complex scheduling like wedding weekends or corporate events

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Booking Confirmation

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Dynamic Confirmation Page

The booking confirmation page provides clients with:
  • Most up-to-date event information
  • Invoice payment links
  • Site contact details
  • Parking and loading information
  • Event timeline for each service day
The confirmation page updates automatically whenever you make changes in the admin panel, ensuring clients always have access to the latest information.

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Sharing Confirmations

To share a booking confirmation:
  1. Open the booking
  2. Click More Actions in the top right
  3. Select Share Confirmation Link
  4. Send the link to your client

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Booking Confirmation Email

Flashquotes automatically emails your customer a confirmation whenever a booking is completed through your booking form. This is a system email — it’s separate from (and in addition to) any workflow emails the booking triggers. When it doesn’t send:
  • Imported bookings — importing bookings never triggers the confirmation email (or any other notifications), so your existing clients aren’t re-notified about events they already booked
  • Manual bookings, when you opt out — the New Booking form has a Send booking confirmation checkbox, checked by default. Uncheck it and the contact isn’t emailed. Only the customer email is skipped — your team’s new-booking alerts still send
How it’s sent:
  • To: the booking contact’s email address
  • From: your company name, with replies routed to your company contact email
  • Subject: “Your booking with [Your Company] is confirmed”
What it looks like:
  1. Your logo at the top, if you’ve uploaded one in Branding
  2. “Your booking is confirmed” headline with a short thank-you note addressed to your customer by name
  3. Event details — the event date with start time, and the event address
  4. “See all booking details” button — styled with your brand color, linking to the customer’s confirmation page
  5. Contact footer — “Questions?” with your company name and contact email
Your team gets its own heads-up too — anyone with new-booking alerts turned on in their notification preferences receives an email whenever a new booking comes in.

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Filtering Bookings

Click the dashed Filter button on the Bookings page to add a filter. Once one is applied, the button becomes Add filter, and each active filter appears as a pill you can click to edit or remove with the ×. Filters combine, so adding more narrows the list further. Available dimensions:
  • Booking date — when the booking was confirmed
  • First event date — the earliest service day on the booking (bookings can span months, so only the first event is matched)
  • Location — shown when your company has more than one
  • Payment status — Paid, Pending, Partially paid, Open invoice, Overdue, Void, No invoice, or Draft invoice
Booking date and First event date are independent filters. Each names its own date in its pill, and you can apply either, both, or neither at the same time — for example, “Booking date: last 30 days” plus “First event date: this year” to see recently confirmed bookings for events happening in the current year.
Booking date is applied by default so the stats and table stay bounded. The stat cards’ period-over-period deltas use Booking date as the comparison window when both dates are set, and hide when no range is fully bounded.

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Financial Management

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Payment Tracking

From the booking view, you can:
  • View cards on file
  • See deposit payment details
  • Record manual payments (ACH/check)
  • Access and edit invoices
To configure payment terms for your quotes, see our Booking Flow guide.

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Invoice Integration

Each booking is associated with a single invoice, allowing you to:
  • Track payments
  • Manage multiple event charges
  • Handle recurring billing
  • Process deposits

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Export Bookings Data

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CSV Export

Export your booking data to CSV format for business analytics, accounting reconciliation, and operational reporting.
1

Navigate to Bookings

Go to the Bookings page
2

Click Export

Click the Export to CSV button in the top toolbar
3

Download File

Your browser downloads a CSV file with up to 2,000 bookings

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Export Contents

The booking export includes:
  • Client Details: Name, email, phone, company
  • Event Information: Dates, types, guest counts, locations
  • Financial Data: Total amount, deposits, payments, balance due
  • Service Details: Resources, staff assignments, timelines
  • Booking Status: Confirmed, tentative, cancelled
  • Form Responses: Custom field data from booking forms

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Common Uses

  • Accounting: Reconcile bookings with QuickBooks or other accounting software
  • Analytics: Analyze booking trends, popular services, and seasonal patterns
  • Operations: Plan resource allocation and staff scheduling
  • Marketing: Track conversion rates and ROI from different channels
The export respects your current filters. Apply date ranges or status filters before exporting to get specific data subsets.

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Best Practices

  1. Use manual booking creation for clients with special requirements
  2. Regularly verify booking details are up-to-date
  3. Utilize the copy feature for recurring events
  4. Keep client confirmation links accessible
  5. Monitor payment status regularly
  6. Export data regularly for backup and analysis

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Next Steps

After creating a booking: