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How to set up deposit/balance payment in TourCMS? (article)

Susana Moleón
Susana Moleón
  • Updated

The objective of this article is to explain the process of setting up deposits and how to ensure that the final balance is paid by the customer/partner. First of all, we will show where and how to configure deposits in TourCMS. Additionally, we will see how to configure the correct email template in order to let the customer/partner know about paying the balance. Finally, we explain the process of paying the balance.

1. Setting up the deposit

TourCMS allows you to configure deposits in two different ways: at the channel level or for an individual product.

In this article, you can find detailed information about how to set them up.

Let’s see an example of configuring deposits for a certain channel. Head to Configuration > Channels > Sale prices, deposits & booking fees.

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In the deposit section you can either select a fixed deposit or a percentage value.

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When a booking is made the system will automatically show the deposit amount instead of the full balance.

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2. Create Balance Due Soon email template

Once you set up the deposit, you need to ensure that the balance will be paid by the customer/partner before the tour takes place. The best way to do this is to set up an email template that will inform the customer and enable him to pay the final balance by following a link. 

Go to Homepage > Configuration > Channels >Email templates > Balance due soon

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In this case, the email will be sent 3 days before the tour starts. You can use this template: 

Dear %primary_contact_name%, 

The date of your booking with us is fast approaching and the final balance is due soon.

The outstanding balance of %balance_sale_display% is due by %balance_date_display% and you can see how to pay below.

<h3 style="background: #888; color: white; padding: 6px 10px 6px 10px;">Price breakdown</h3>

%summary_sale_table%

<strong>Payments received</strong>:  %payments_total_sale_display% 

<strong>Balance due:</strong>:  %balance_sale_display%

<strong>Due on or before</strong>: %balance_date_display%

<h3 style="background: #888; color: white; padding: 6px 10px 6px 10px;">How to pay</h3>

<strong>Pay online: </strong><a href=" %customer_payment_balance_sale% "> Pay Now with Credit/Debit Card</a>

<strong>By Phone: </strong> Add some details here?

<strong>By Post: </strong> Add some details here?

<h3 style="background: #888; color: white; padding: 6px 10px 6px 10px;">Your booking details</h3>

<strong>Booking Reference Number</strong>: %b_id%

<strong>Booking Status</strong>: %booking_status%

<strong>Your full itinerary</strong>

%itinerary_table_cust%

<strong>Special requests</strong>

%special_requests%

<h3 style="background: #888; color: white; padding: 6px 10px 6px 10px;">Your details</h3>  

%primary_contact_name%

%primary_contact_full_address% 

<strong>Email</strong>: %primary_contact_email%

<strong>Telephone Number</strong>: %primary_contact_telephone%

<strong>Other Group Members</strong>: %other_tour_members_list%

3. Paying the balance  

When the balance is due soon, the customer/partner will receive an email with a link to proceed with the payment. 

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By clicking on the link, the payment gateway interface will open. As you can see, the system automatically calculates the final balance.

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Please, bear in mind that the final balance cannot be divided into minor payments. Therefore, the system only allows payment in two installments: deposit and balance.