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Overview

The Booking Flow controls how customers complete their booking after accepting your quote. Configure which booking form collects customer information and which payment terms apply directly from the quote editor.
Booking Flow section showing booking form selection and payment terms configuration

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How It Works

The booking flow consists of three steps:
  1. Booking Form - The form customers complete when booking (required)
  2. Contract - Digital contract signing (coming soon)
  3. Payment Terms - How and when payments are collected

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Payment Terms

Payment terms define your payment schedule for each quote. Select from your configured options or create new terms directly from the quote editor.

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Selecting payment terms

1

Open the Booking Flow section

Scroll to the Booking Flow section in the quote editor.
2

Select payment terms

Click the Payment Terms dropdown to choose from your configured options.
3

Create new terms (optional)

Click Add new payment terms to create custom terms directly from the quote editor.

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Payment Schedule Types

Best for: Events that require complete payment upfrontHow 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 at booking
Best for: Events that require an upfront deposit to secure the bookingHow it works:
  • Clients pay a deposit amount when booking
  • Remaining balance is invoiced and due before the event
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., 25%)
  • Deposit Amount: Enter the fixed dollar amount or percentage value
  • Balance Due: Set when the remaining balance is due (days before/after event)
Best for: Corporate clients or situations where payment is handled through traditional invoicingHow it works:
  • No payment collected through Flashquotes at booking
  • Booking is confirmed without payment
  • Invoice is generated and sent to the client
Configuration options:
  • Invoice Due: Set when payment is due (days before/after event)
Best for: Events where you want to authorize a card for later chargesHow it works:
  • Client’s card is authorized but not charged at booking
  • Card is charged by you when you’re ready to collect payment
  • Invoice is generated with the payment due date
Configuration options:
  • Invoice Due: Set when payment is due (days before/after event)

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Editing Payment Terms

Click the Edit button next to any payment terms option to modify:
  • Payment schedule type
  • Deposit amount or percentage
  • Invoice due timing
  • Set as company default
Changes to payment terms apply to all quotes using those terms.

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Default Payment Terms

Set a default payment terms to automatically apply to all new quotes.
1

Open payment terms dropdown

Click the Payment Terms dropdown in any quote’s Booking Flow section.
2

Edit a payment terms

Click Edit next to the payment terms you want as default.
3

Set as default

Toggle Set as company default and save.
Your default payment terms will apply to all new quotes. You can always change the payment terms on individual quotes.

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Using Multiple Payment Terms

Different client types often require different payment terms:

Corporate Clients

Invoice only with payment due after the event

Private Events

25-50% deposit required upfront

Last-minute Bookings

Full payment upfront

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Common Scenarios

Wedding Catering

Standard: 25% deposit to secure date, balance due 2 weeks before eventPremium: 50% deposit for peak season dates

Corporate Catering

Standard: Invoice only, due 30 days after eventNew Clients: Full payment required for first booking

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Booking Form

The booking form collects customer information when they book. Select from your configured booking forms or edit them directly from the dropdown.

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Selecting a booking form

  • Click the Booking Form dropdown to see available forms
  • Forms marked “Default” are automatically selected for new quotes
  • Click Edit to modify form questions
  • Click Go to forms to manage all forms
Configure your booking forms in Forms settings.

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Best Practices

Use descriptive names that indicate the payment schedule:
  • “25% Deposit - Balance Due Before Event”
  • “Full Payment Upfront”
  • “Corporate Net 30”
  • “Card on File - Due Day Before”
Create payment terms 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
  • Choose your most common payment schedule as the default
  • This saves time when creating quotes
  • You can always override on individual quotes
  • Use larger deposits for expensive events
  • Require full payment for last-minute bookings
  • Consider card on file for recurring clients

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Troubleshooting

Yes! You can change payment terms on any unsent or sent quote. Navigate to the quote, update the payment terms in the Booking Flow section, and the quote will reflect the new terms.
  • For percentage deposits, verify the percentage is entered correctly (e.g., 25 not 0.25)
  • Check that the quote total is accurate
  • Edit the payment terms to adjust the deposit amount
  • Make sure you have at least one payment terms configured
  • Check that payment terms aren’t deleted
  • Try creating a new payment terms from the dropdown
Refunds are processed based on what the client has actually paid, regardless of the original payment terms.

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Next Steps