Skip to main content

​
Overview

A booking’s price isn’t invoiced the moment it’s made. Nexudus first charges it, adding the price to the customer’s account and using any credit, then includes the charge on an invoice, which is then paid. This page explains when each step happens and the settings that control it. To see how the price itself is worked out, see Booking pricing and credit.

​
Booking lifecycle

The booking form shows these steps at the top, with the current one highlighted.

​
When charges are posted

Nexudus charges bookings automatically. A booking is charged:
  • After it ends Every 23 minutes, Nexudus charges bookings that ended more than 5 minutes ago.
  • Early, if the customer has credit that’s about to expire A few minutes after a customer’s booking is made, changed or cancelled, Nexudus charges all their uncharged bookings up to the date their earliest credit expires, so the credit is used while it’s still valid. For example, if a customer’s credit expires on 15 June, a booking on 10 June is charged straight away.
  • Straight away, if up-front payment is required See Pay when a booking is made.
  • When you save it, if you tick Calculate cost and post charges to customer account when this booking is saved on the booking form.
Nexudus only charges a booking automatically if it ends before the customer’s next contract renewal, and gives up after 5 days. A booking that can’t be charged, for example because no rate covers it, stays Confirmed, and admins who get booking notifications are emailed. If a team shares credit, the expiry dates of the paying member’s credit count too, so a team member’s booking can be charged early. To charge a booking yourself, tick it in the bookings list and choose Charge booking from Bulk actions. To undo a charge that hasn’t been invoiced, open the booking and select Remove booking charges.

​
When bookings are invoiced

Once charged, a booking goes on the customer’s next invoice after its due date. For members, that’s usually their next contract renewal. It’s invoiced sooner if: To invoice a booking yourself, for example because a customer wants to pay in advance, open it and select Invoice booking, or tick bookings in the list and choose Invoice booking from Bulk actions. Any other pending charges on the customer’s account are included on the same invoice. For a new booking, you can also tick Invoice this booking when it is saved

​
Due dates

A booking’s charge has a due date, the date from which it can go on an invoice. Nexudus sets it using the first of these that applies: Set the plan option on the plan’s Pricing tab. If the customer has several plans with different options, the first match in the order above is used. By default, the next invoice date includes recurring products as well as contracts. To only count contracts, turn on Ignore recurrent products when calculating booking due dates under Settings → Features → Bookings and calendar settings → Charges & payments.

​
Booking payment settings

​
Pay when a booking is made

Go to Settings → Features → Sign-up and checkout → Checkout and, under Bookings: Only bookings made by customers in the Members Portal or app are cancelled if unpaid. Bookings you create in the dashboard aren’t.

​
Pay when a booking ends

In the same place:
With up-front payment, customers pay for every booking in a repeat series at checkout, on one invoice. With invoicing as bookings end, each booking in the series is invoiced separately after it ends.

​
Charges and credit

Go to Settings → Features → Bookings and calendar settings → Charges & payments:

​
Cancelled bookings

  • Not charged yet: nothing to undo.
  • Charged but not invoiced: the charges are removed automatically.
  • Invoiced or paid: you choose whether to credit the invoice, refund it or leave it.
See Cancel a booking.