Payment on site and bank transfer

With the manual payment methods, your customers pay outside of Bookicorn: in cash or by card at your place, or by bank transfer to your account. Bookicorn doesn't record the payment itself. You confirm receipt by hand in the Manager.

The two manual payment methods

You find both under Manager → Settings → Payment methods: app.bookicorn.net/einstellungen/zahlungsarten.

Set up bank transfer

1. Open Settings → Payment methods.
2. On the Manual: bank transfer/PayPal card, tap Set up.
3. Under Bank transfer, enter Account holder, Bank Name, IBAN and BIC.
4. If you also want to accept money via PayPal, enter your PayPal Email under PayPal. Optionally add a PayPal Name and a PayPal.me Link (optional).
5. Under Payment reference, choose what customers should state with their transfer: Automatic (Booking ID) or Custom. In the custom text, you can use the placeholders {paket_name}, {credits} and {preis}.

Each field is saved as soon as you leave it. As soon as an IBAN, a PayPal address or a PayPal.me link is stored, the card shows Saved.

Bookicorn sends these details to your customers by email when they choose bank transfer.

Why payment on site or bank transfer is missing at checkout

A manual payment method only appears for the customer if it's allowed in both places:

1. In the studio: the payment method isn't switched off under Settings → Payment methods. For bank transfer, bank details or a PayPal address must also be stored.
2. In the offering or package: the payment method is switched on there under Payment types.

This mostly affects prepaid cards: every package has its own selection of payment methods. If you've switched on payment on site studio-wide but only selected Stripe in the package, the customer only sees card payment when buying this package. Here's how to change that:

1. Open Manager → Prepaid Card (the menu item carries the name you chose for your cards): app.bookicorn.net/kreditpakete.
2. Tap the package and then Edit.
3. Under Payment types, switch on Payment on site or Manual: bank transfer/PayPal and save.

Offerings work the same way: open the offering, tap Edit, switch it on under Payment types.

If bank transfer isn't set up in the studio yet, it only appears in the offering or package under More payment methods and can't be switched on.

What happens after a booking with payment on site

When a customer books with payment on site or bank transfer, the booking is created immediately. Whether it's confirmed right away depends on the offering: if Automatically confirm bookings is on, it's confirmed immediately; otherwise it comes in as a request.

The payment is then still open. Under Manager → Transactions, the booking is listed with the payment method Payment on site or Manual and the status Pending.

If the customer chooses bank transfer, your bank details are in their booking confirmation.

If you have the Invoicing System addon, Bookicorn attaches the invoice to the booking confirmation. It stays Open until you confirm the payment.

What happens after a purchase with payment on site

When a customer buys a prepaid card with payment on site or bank transfer, Bookicorn creates the card but locks it until you confirm that the payment has arrived. The customer sees "Waiting for the studio to confirm payment" on the card and receives an email with the amount, the payment reference and either your bank details or a note to pay on site.

The exception is a package with Credits usable right away, even before payment: the customer can use the card right away, but the payment still stays open until you confirm it. In the customer sheet, the card shows that the payment is still open, and you confirm it there with Confirm payment received.

You get a notification in the Manager that a card has been ordered and the payment is open.

Gift vouchers are the exception: if someone buys a voucher with payment on site or bank transfer, the voucher is valid immediately and is sent right away together with the payment details. You only confirm the payment later.

Confirm a payment

Once the money has arrived, you confirm the payment in one of these places:

In the transactions:

1. Open Manager → Transactions: app.bookicorn.net/transaktionen.
2. Tap the open payment.
3. Tap Mark as paid. For a gift voucher, the button is called Confirm payment.

On a prepaid card in the customer profile:

1. Open Manager → Customers and the customer.
2. Open the section with the credits and tap the card.
3. Tap Confirm payment received.

On an invoice for a booking: Under Manager → Invoices, open the open invoice and tap Mark as Paid.

What happens next:

• A locked prepaid card can be used immediately.
• For a prepaid card, Bookicorn creates the invoice if a default invoice issuer is set up, and sends the customer a payment confirmation with the invoice.
• For a booking, the payment counts as settled. If there's an invoice for the booking, it counts as paid from then on, and the customer receives it by email as a payment confirmation.

Send a payment reminder

To remind a customer of an open payment:

1. Open Manager → Transactions and tap the open payment.
2. Tap Send Payment Reminder.

The customer receives an email with the amount, the payment reference and your payment details. The transaction then shows how many reminders have been sent and when the last one went out.

Bookicorn doesn't send reminders on its own for bookings and one-off purchases. Bookicorn only sends automatic reminders for subscriptions paid on site or by bank transfer (see below).

Subscriptions with payment on site or bank transfer

A credit subscription can also be paid in cash or by bank transfer. To allow this, switch on Payment on site or Manual: bank transfer/PayPal under Payment types in the subscription package. You need the Credit Subscriptions addon for this.

This is how such a subscription works:

1. Sign-up: the customer takes out the subscription. Their credits are available immediately. An open item is created for the first period, and they receive an email with the payment details. You get the notification "Abo abgeschlossen, Zahlung offen" in the Manager (this server text is in German and means "subscription taken out, payment open").
2. Confirm payment: when the customer pays, you mark the open item as paid under Transactions or confirm the payment on the card.
3. Renewal: once the period is over and nothing is open any more, Bookicorn renews the subscription on its own. The customer receives new credits and an email with the payment details for the new period.
4. Reminder: if a period has been open for 7 days, Bookicorn sends the customer a payment reminder, provided none has gone out yet.
5. Overdue: if a period has been open for 14 days, Bookicorn locks the open credits, sets the subscription to Payment overdue and sends the customer another reminder. You get the notification "Abo-Zahlung überfällig" (this server text is in German and means "subscription payment overdue").
6. Release: as soon as you mark the payment as paid, the credits can be used again, and the subscription continues.

As long as a period is open, Bookicorn doesn't renew. After an overdue period, the new period starts on the day of the renewal, not retroactively.

A customer with an open subscription payment can't take out another subscription with payment on site or bank transfer until the payment is settled.

If the customer cancels, the subscription runs until the end of the current period and then ends.

Frequently asked questions

I activated cash payment, but I can't select it when buying. Why? The payment method also has to be switched on in the package or offering. Open it, tap Edit and switch on Payment on site under Payment types.

Can a customer book right away with a card bought in cash? No. The card is locked until you confirm that the payment has arrived. After that, it can be used immediately.

Where do I see all open payments? Under Manager → Transactions. Open payments have the status Pending. In the filter, choose Pending under Status to see only the open ones.

Does Bookicorn automatically remind my customers to pay? Only for subscriptions with payment on site or bank transfer, after 7 and after 14 days. For bookings and one-off purchases, you send the reminder yourself with Send Payment Reminder.

Does payment on site cost fees? Not in Bookicorn. Whether card payments at your own terminal incur fees depends on your provider.

More pages

• Payments and payment methods →
• Credit Subscriptions →
• Invoices →
• Manage a customer's credits →