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.Booking Structure
Understanding Bookings vs Events
Understanding Bookings vs Events
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.
Booking Components
Booking Components
Each booking includes:
- Booking form responses
- Payment information
- Client details
- Associated events
- Invoice details
- Dynamic booking confirmation
Creating and Managing Bookings
Manual Booking Creation
Creating a New Booking
Creating a New Booking
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 requirementsManual booking creation is particularly useful for corporate clients with
special payment terms or recurring conventions.
Managing Multiple Events
Adding Events to a Booking
Adding Events to a Booking
To add additional event days to a booking:
- Navigate to the booking view
- Locate an existing event
- Click the
Copybutton next to the event - Select the new date
- Customize the timeline and details as needed
- Adding setup days
- Creating multiple service days
- Scheduling recurring events
Multi-Day Bookings
Multi-Day Bookings
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
Booking Confirmation
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.
Sharing Confirmations
To share a booking confirmation:- Open the booking
- Click
More Actionsin the top right - Select
Share Confirmation Link - Send the link to your client
Financial Management
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 how payment schedules work for your booking forms, see our
Payment Schedules guide.
Invoice Integration
Each booking is associated with a single invoice, allowing you to:- Track payments
- Manage multiple event charges
- Handle recurring billing
- Process deposits
Export Bookings Data
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 1,000 bookings
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
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.
Best Practices
- Use manual booking creation for clients with special requirements
- Regularly verify booking details are up-to-date
- Utilize the copy feature for recurring events
- Keep client confirmation links accessible
- Monitor payment status regularly
- Export data regularly for backup and analysis
Next Steps
After creating a booking:- Set up event details
- Manage invoices
- Export lead data
- Track payment status
- Coordinate with your team