The Booking Detail page in Brindlechute is your central command center for handling trips after they’ve been booked. From invoice tracking to collecting payments, managing notes, and monitoring client actions, everything you need lives here.
You can reach it two ways: from Bookings, find the booking and click it — or from the Trip Calendar, click the trip, then click Manage Booking. Both land on the same page.
The page has two tabs at the top. Booking info holds the client, notes, itinerary, and invoice — everything described below. Audit trail holds the record of what has happened on the booking, covered at the end of this article.
At a Glance
When you open a booking, you’ll see:
Booking Client
Depending on what information you've collected, you'll see:
Client name
Email address
Phone number
Address
Notes
Each type of note is handled differently:
Client Notes: Visible to the client
Also remember that Profile-Wide Private Client Notes exist in the client’s profile. These stay internal—never shown to guides or clients—and are ideal for persistent details like allergies or personal preferences.
Guide Notes: Visible to your team and assigned guides
Private Notes: Internal-only
Itinerary Builder
Trip 1 through Trip X (based on how many trips are in the booking) To see the full article explaining this: Click Here
Each trip includes:
Experience
Number of participants
Experience date
Trip-specific add-ons (e.g., gear rental)
Invoicing & Confirmation
Once an invoice is sent, the trip is not considered confirmed until payment is received.
The client will not receive a trip confirmation or itinerary until the required amount is paid.
The amount needed to confirm depends on your Fee Settings (see our Fee Settings Help Article).
There are two common scenarios:
Inside the deposit window: The client may pay a deposit (e.g., 25%) to confirm the trip, with the remaining balance scheduled.
Outside the deposit window: If the trip is too close to the experience date, the client must pay in full to confirm.
This workflow ensures you remain in control of cash flow while giving clients clarity on next steps.
Invoice Summary
The Invoice Summary section gives a full breakdown of what’s owed and how it’s being handled.
Subtotal: The base cost of the trip
Balance paid: Appears once any payment has been made
Outstanding balance: What’s still owed, or $0.00 when the invoice is paid in full
Remaining fees and balances
Fees differ depending on how the client pays, so this section breaks the total out across three columns — Card, Ach Debit, and Custom — showing each one's:
Client booking fees
Payment processing: Varies by method; Custom has none, since you're handling the transaction yourself
Total fees
Tax to be collected
Remaining payment: What the client pays in total under that method
Comparing the columns shows you what each payment method actually costs before you send the invoice or collect.
Custom payment is manual. When a client pays by a custom method, add the payment manually so the transaction is tracked and ledgered. This keeps your reporting accurate. You can add payments as they come in.
Payment Summary
Once payments begin, a Payment Summary section appears below the fee breakdown showing what has actually been collected:
Total amount paid: Everything received, including fees and tax
Fees paid: Broken into Payment processing fees paid and Client booking fees paid
Tax paid
Balance paid: The portion applied to the trip cost itself
When the invoice is paid in full
Outstanding balance shows $0.00
Payments Due no longer appears
Collect payment is replaced — Pay guides becomes the main button
Tax to be collected drops out of the fee comparison, since there is nothing left to collect
When Collect payment isn't showing
Check the outstanding balance:
$0.00 — the invoice is settled, and Pay guides replaces Collect payment.
An amount is still owed — look on the Audit trail tab, under the Payments filter, for a scheduled payment on that balance. Scheduled payments lock in the original method, so cancel it first, then use Collect payment. See How to cancel a scheduled payment.
Payments Due
Below the fee breakdown, Deposit and Balance each show an amount and a due date. Overdue items are flagged in red with how many days they're past due. This section no longer appears once the invoice is settled.
Changing a Scheduled Payment
If a scheduled payment is active but the client wants to use a different form of payment, cancel the scheduled payment on the Audit trail tab, under the Payments filter, then use Collect payment to charge them using their preferred method.
Scheduled payments lock in the original method, so canceling is what gives you the flexibility to adjust. For the full steps, see How to cancel a scheduled payment.
Invoice & Portal Tools
At the bottom of the page, below Payments Due, you’ll find the tools for this booking:
Cancel · Refund · View client portal · View invoice · Pay guides · Collect payment
Refund appears once a payment has been made. When the invoice is paid in full, Collect payment drops off and Pay guides becomes the main button.
Client Portal Tools
View client portal: See what your client sees, including their trip details, guest invites, and required documents
Dropdown menu options:
Copy client portal link
Copy invite link
Show client invite QR
Invoice Tools
View invoice: See exactly what was sent to the client
Dropdown options (click the arrow next to View invoice):
Resend confirmation: Send the client their confirmation email again
Resend invoice reminder: Send the invoice back to the client directly from Brindlechute so they can pay online. This is the fastest way to collect on an unpaid or overdue invoice without collecting the payment yourself.
Copy invoice link: Copy the invoice payment link to share manually by text or email if you prefer
Pay guides
Opens guide payment for this booking. Guide payments are independent of the client’s invoice and do not affect trip confirmation. For the full walkthrough, see Recording & paying a guide (from invoice summary in booking).
Collecting Payment Manually
To collect payment yourself:
Click the Collect payment button (black button, right side)
Choose from any available payment methods:
Visible client-side methods: card
Hidden/internal-only methods: cash, check, or any custom methods defined in your Payment Settings
Choose the structure:
Pay in full
Partial payment
For split payments, see our Split Pay Help Article
You can also cancel the invoice or, if it’s already paid, issue a refund directly from this view.
Audit trail
The Audit trail tab, beside Booking info, is the record of what has happened on this booking — payments, messages, edits, and guide assignments — with each entry showing who acted and when. Filter it by All, Payments, Messages, Edits, or Assignment.
Payments opens with a summary of what has been executed and what is still scheduled, split across Deposit and Balance, followed by each transaction with its amount, client, method, and status. Scheduled payments can be canceled here.
Messages lists every email and text for the booking, sent and scheduled, each with its channel, message name, recipient, status, and time. Message settings opens the settings controlling which messages send automatically for this booking.
For the full walkthrough, see Understanding the Booking Audit Trail. For transaction statuses and where else to find them, see Where to View Client Transaction Statuses in Brindlechute.
Optional: Prepaying Guides
In rare cases, you may want to prepay a guide ahead of the trip. This is optional and typically used for special arrangements with contractors or staff.
Prepaying a guide does not affect the client’s invoice or trip confirmation status. It is fully independent and handled at your discretion.