Overview
You can collect payment on a confirmed trip before dates are finalized by booking with a placeholder date. This secures revenue while details are confirmed.
Steps
Click New Booking in the top left.
Select the client and the correct experience.
Choose the client count.
Set a placeholder date in the off-season (future or past, based on timing).
Choose one option:
Save & Send Invoice
Before sending, customize the message to explain this is a placeholder date and the client is paying a deposit.
Save & Confirm (no invoice)
Collect payment manually if needed.
Send a trip confirmation and explain the placeholder date before hitting send.
Clients can still complete tasks, sign waivers, and submit documents ahead of time.
Once dates are confirmed, open the booking and click Edit.
Update the trip to the correct date.
Payment Scheduling Notes
Updating the trip date automatically adjusts the final payment reminder based on your organization’s configuration.
Clients will receive their reminder closer to the trip and can pay the remaining balance then
Why this matters
Placeholder bookings let you collect deposits early without delaying prep work or client paperwork, while keeping payment timing aligned with the final trip date.