Use Collect Payment to charge a card, process ACH, or log any offline payment—whether requested through an invoice or taken directly by phone or in person.
Not seeing Collect Payment? Check the outstanding balance first. If it shows $0.00, the invoice is settled and Pay guides takes its place. If a balance is still owed, look on the Audit trail tab, under the Payments filter, for a scheduled payment covering it — scheduled payments lock in the original payment method, so cancel the scheduled payment first, then collect. How to cancel a scheduled payment
How to collect a payment
Open the client’s booking:
Go to Bookings and select the booking, or
Open from the Trip Calendar, click the trip, and select Manage Booking.
Scroll to the Invoice Summary.
Click Collect Payment (black button, bottom right).
Choose a payment method:
Online: Card or ACH
Offline: Cash, Check, Venmo, Zelle, or other enabled methods
Select Pay in Full or Partial Payment.
Enter the amount and add any notes in the Description/Memo field.
Before confirming, review the checkboxes at the bottom of the panel. They're checked by default, and which ones appear depends on the charge:
Send receipt for this charge's offline payment — appears on offline charges. Uncheck it to record the payment without emailing a receipt.
Send booking confirmation — appears when the charge would confirm the booking. Uncheck it to confirm without emailing the client.
Click Confirm.
Note: These checkboxes apply to any offline method — cash, check, Venmo, Zelle, or bank transfer. They're useful whenever the client already knows the payment went through and another email would be redundant, whether they handed you cash on the dock or sent the money themselves. The payment is recorded and the booking is confirmed either way; unchecking only stops the email from going out.
What happens next
The payment is logged on the booking’s Audit trail tab, under the Payments filter. See Understanding the Booking Audit Trail.
The client receives a payment receipt, unless you unchecked Send receipt for this charge's offline payment.
If the booking was unconfirmed or invoice-only, the client also receives a trip confirmation, unless you unchecked Send booking confirmation.
Note on third-party offline fees
When logging offline payments with third-party fees (like Venmo or Zelle), always record the gross amount paid. Use the memo to note any fees.
Taking a booking by phone (new card)
When a customer gives you their card over the phone, you don’t need to add it to their profile first. You can enter it during collection in one pass:
Create the booking, then Save as Draft (or add to your calendar, by confirming, without sending an invoice).
Scroll to the Invoice Summary and click Collect Payment.
Choose Card and enter the customer’s card details.
Select Pay in Full or Partial Payment, enter the amount, and click Confirm.
The card is saved to the client’s profile automatically after the charge, so it’s ready next time—no separate “add card” step needed. Once payment is collected, the client immediately receives both their booking and payment confirmation.
Why this matters
Collecting payments this way keeps bookings accurate, confirmations automatic, and your audit trail clean and auditable.