Skip to main content

​
Overview

Payment schedules determine how and when your clients pay for their bookings. This guide covers everything you need to know about setting up payment schedules in Flashquotes.

​
Accessing Payment Schedule Settings

1

Navigate to Forms

Go to the Forms section in your dashboard
2

Select Your Form

Click on the booking form you want to edit
3

Open Settings

Click the Settings tab at the top of the form editor
4

Find Payment Schedule

Scroll down to the Payment Schedule section
Payment Schedule Configuration Interface

​
Payment Schedule Types

Best for: Events that require an upfront deposit to secure the bookingHow it works:
  • Clients pay a deposit amount when booking
  • The remaining balance is handled outside of Flashquotes (e.g., cash on delivery, separate invoice)
Configuration options:
  • Deposit Type: Choose between:
    • Fixed Amount: Set a specific dollar amount (e.g., $500)
    • Percentage: Set a percentage of the total quote (e.g., 20%)
  • Deposit Amount: Enter the fixed dollar amount or percentage value
Best for: Events that require complete payment upfront How it works: - Clients pay 100% of the quote total when booking - No additional payments needed Configuration options: - No additional configuration needed - clients will be charged the full quote amount
Best for: Higher-value events where clients prefer to spread payments over time How it works: - Initial deposit to secure the booking - Remaining balance split into scheduled installments - Automatic payment collection on scheduled dates Configuration options: - Initial Deposit: - Fixed amount or percentage - Collected immediately upon booking - Number of Installments: How many payments to split the remaining balance into (2-12) - Payment Schedule: - Weekly: Payments collected every week - Bi-weekly: Payments collected every two weeks - Monthly: Payments collected once per month - First Installment Date: When the payment plan begins (must be after the booking date)
Best for: Corporate clients or situations where payment is handled through traditional invoicingHow it works:
  • No payment collected through Flashquotes
  • Booking is confirmed without payment
  • You handle invoicing and payment collection separately
Configuration options:
  • Payment Terms: Set when payment is due (e.g., Net 30, Due on Receipt)
  • Invoice Notes: Add any special instructions or payment information

​
Using Multiple Payment Schedules

​
Why Use Multiple Booking Forms?

Different client types often require different payment terms:

Corporate Clients

Invoice only with Net 30 terms

Private Events

50% deposit required

Last-minute Bookings

Full payment upfront

​
Setting Up Multiple Forms

  1. Go to Forms → Create New Form
  2. Name them clearly (e.g., “Corporate Booking Form”, “Standard Booking Form”)
  3. Configure each with the appropriate payment schedule
  1. Edit each form’s settings
  2. Set the payment schedule that matches that client type

​
Selecting the Right Form When Sending Quotes

1

Send Quote

Click Send Quote on the quote details page
2

Choose Form

In the send quote modal, look for “Choose a booking form”
3

Select Appropriate Form

Select from the dropdown based on: - Client type (corporate vs. private) - Event timeline (rush vs. standard) - Your payment preferences for that specific client
The form you select determines: - Which payment schedule applies - What payment options the client sees - How and when payments are collected

​
Best Practices

Use descriptive names that indicate the payment terms:
  • Good Examples
  • Bad Examples
  • “Corporate Booking - Invoice Only”
  • “Private Events - 50% Deposit”
  • “Rush Orders - Full Payment”
Create forms that match your common scenarios: - Regular clients who know your payment terms - New clients who might need flexible options - Corporate clients with procurement processes - Last-minute bookings requiring immediate payment
  • Include payment schedule details in your quote emails - Make sure clients understand what they’re agreeing to - Consider adding payment information to your form’s introduction text
Before sending to clients:
  • Preview each form to ensure payment options display correctly
  • Verify deposit calculations for percentage-based deposits
  • Check that payment plan schedules make sense for your typical event timelines

​
Common Scenarios

Wedding Catering

Form 1: Wedding Booking - Standard - 25% deposit to secure date - Remaining balance due 2 weeks before event Form 2: Wedding Booking - Payment Plan - 25% deposit - Balance split into 3 monthly payments

Corporate Catering

Form 1: Corporate - Net 30 - Invoice only, Net 30 terms Form 2: Corporate - Immediate - Full payment required for first-time clients

Mixed Event Types

Form 1: Private Events - 50% deposit required Form 2: Corporate Events - Invoice only, Net 30 Form 3: Last Minute Bookings - 100% payment upfront

​
Troubleshooting

  • Verify the form’s payment schedule is properly configured
  • Check that you selected the correct form when sending the quote
  • Ensure the form is published and active
  • For percentage deposits, verify the percentage is entered correctly (e.g., 25 not 0.25) - Check that the quote total is accurate before sending
  • You cannot change the payment schedule after a quote is sent
  • Create a new quote with the correct booking form selected
  • Void or archive the original quote to avoid confusion

​
Frequently Asked Questions

No, payment schedules are locked once a booking is created. You’ll need to handle any changes manually.
Failed payments trigger notifications to both you and the client. The system will retry failed payments automatically.
Payment schedules are set at the form level, not the service level. Create different forms for different service types if needed.
Refunds are processed based on what the client has actually paid, regardless of the original payment schedule.
⌘I