Quotes, invoices & payments

Clients can accept a quote on their itinerary link, get an invoice straight away, and pay by card, all without you chasing a bank transfer. Payments are recorded against the booking automatically.

How it fits together

1. Quote: turn on Show price on itinerary and send the itinerary link.
2. Accept: the client clicks Accept this quote on the link.
3. Invoice: if Stripe is connected, an invoice is created and emailed to the client with Pay Deposit and Pay in Full buttons. The booking moves to Invoiced.
4. Pay: the client pays online. Their payment, your notification and both confirmation emails happen automatically.
5. Remind: if only the deposit is paid, balance reminders go out 8, 4 and 1 week before departure.

First, connect Stripe. Payments go straight into your own Stripe account.

Quotes and online acceptance

On the booking page, find the Quote card.

1. Turn on Show price on itinerary. The client now sees the full price and an Accept this quote button on their itinerary link.
2. Optionally set Quote valid until. After that date the client can no longer accept online.
3. Add a Terms & Conditions URL in Settings if you haven't already. It's shown next to the Accept button.
4. Click Copy Itinerary Link and send it to your client.

When the client accepts:

• you get a notification and an email saying the quote was accepted;
• with Stripe connected: the invoice is created and emailed to the client automatically, and the booking becomes Invoiced;
• without Stripe: the booking becomes Confirmed, and the client is told you'll be in touch.

The Quote card then shows Client accepted this quote, with the date and time.

Invoices

You can also create an invoice yourself at any time. Click Generate Invoice in the booking's Documents card, then Email to client or Copy link. See Invoice actions.

How your client pays

The invoice's pay buttons open a secure TravelSpurt payment page with your logo. Your client:

1. chooses Card or, for USD bookings, Bank transfer (ACH);
2. sees any processing fee you've set added as a separate line;
3. enters their details and pays.

As soon as the payment goes through:

• the booking's Amount paid and payment status update;
• you get a notification and a Payment received email;
• the client gets a Payment confirmed email with their invoice and a receipt attached as PDFs;
• a booking paid in full moves to Confirmed if it wasn't already confirmed or completed.

If a card is declined, you get a notification so you can follow up.

Passing on card fees

Stripe charges a processing fee on each payment. Under Settings → Processing fee, you can recover it from clients as a line on their invoice: enter a card fee percentage, and optionally a bank transfer (ACH) percentage. Leave them blank to absorb the cost yourself.

Balance reminders

For bookings where a deposit has been paid but not the balance, TravelSpurt emails the client a reminder with a Pay Remaining Balance button 8 weeks, 4 weeks and 1 week before departure. Each reminder is sent once.

To send one yourself, click Send balance reminder on the invoice in the booking's Documents card. You can send one reminder per booking per day.

Payment confirmation email

Once a booking is paid in full, the booking page shows a Payment confirmation email block. Click Send confirmation to resend the client a full confirmation with the invoice and receipt attached.

Split payments and extra charges

The Split & custom payment links card on the booking page creates Stripe payment links for amounts you choose:

• Split this invoice: when several people are paying one booking, such as two families sharing a tour. Give each share a label and an amount. Payments count towards the invoice total.
• Extra charge (post-invoice): for something added after the invoice was paid, such as an extra wheelchair or a late add-on. These are tracked separately as Extra charges.

Add up to 20 rows, then click Generate links. Each link has a Copy button so you can send it yourself.

The Payments page

Payments in the sidebar shows money across all bookings, in GBP and USD:

• Outstanding: bookings that still have a balance;
• Collected this month and Collected all time;
• Overdue: confirmed or invoiced bookings with a balance whose departure date has passed.

Filter by Unpaid, Partial, Paid or Overdue, or search by client, email, reference or tour. Copy payment link copies the pay-in-full link from the latest invoice.

Taking payments through WeTravel or another platform

If travelers pay through another platform, such as WeTravel, turn on Payments managed externally in Settings. Stripe links are then switched off, and each traveler's portal shows a read-only payment summary instead of pay buttons.

Set a default payment timeline, such as 30% due 90 days before departure and 100% due 60 days before, so the portal can show each traveler's next due date. You can also set different timelines for particular tour types.