If a customer (pet parent) pays you outside KennelBooker, for example by cash, cheque or bank transfer, you record that money against their bookings so KennelBooker can track your revenue and the customer's outstanding balance. You can record it on one booking at a time, or split one payment across several unpaid bookings on the customer's Apply Payments page.
Recording a payment on a single booking
To record a payment on one booking, open the booking and use the Payments panel. Click Add Manual Payment, enter the amount, choose the payment type and date, and save. To find a customer's unpaid bookings, open the customer and click History in the customer menu. See "Recording Manual Payments" in Related articles for the details.
Where to find Apply Payments
Apply Payments is part of the customer's profile. Open the customer (Customers, then the customer's name), then click Apply Payments in the customer menu on the left, under Customer Details.
What the Apply Payments page shows
Unpaid Bookings: the customer's unpaid bookings that are checked in, checked out or Cancelled (Fee Adjusted), newest first, plus any unpaid shop sales. Each row shows the Booking Type, Pets, Booking Date, Status, the booking Total, the amount Due and an Amount box.
Total Outstanding: what the customer owes across the bookings listed.
Incl. Future Bookings: tick this to also list unpaid bookings that haven't checked in yet (for example new or confirmed bookings). With it ticked, the list is sorted oldest first.
Payment Settings: Total Payment (the sum of the amounts you've typed), Method, T/X Ref and Date.
How to allocate one payment across several bookings
Open the customer and click Apply Payments in the customer menu.
If the payment covers bookings that haven't checked in yet, tick Incl. Future Bookings.
In the Amount box of each booking the money is for, type the amount to put against that booking. Leave the box empty for bookings you aren't paying. Total Payment adds up the amounts as you type, so you can check it matches what the customer paid you.
Choose the Method (the payment type, for example Cash or Bank Transfer). This is required.
Optionally type a reference in T/X Ref, such as the bank transfer reference or cheque number.
Check the Date the payment was made. This is required.
Click Apply Payments. The page reloads and shows Payments Added.
KennelBooker doesn't share the money out for you. Only the amounts you type are recorded, each against its own booking.
What happens after you apply payments
A separate payment record is added to each booking you typed an amount for, with the method, reference and date you chose. You'll see it in the booking's Payments panel.
A booking whose balance reaches zero is marked as paid and drops off the Apply Payments list. The booking's audit log records "Mark As Paid - Assign Payments" and the staff member's name.
A booking that is only part paid stays unpaid, with the smaller balance still due, until the rest is paid.
Apply Payments doesn't email or text the customer.
Linked daycare and grooming bookings
When a boarding booking has linked daycare or grooming bookings (for example a groom booked during the stay), the boarding booking holds the payment for all of them:
The total owed for the boarding booking and its linked bookings is shown on the boarding booking.
Record the payment against the boarding booking. On Apply Payments, type the amount in the boarding booking's Amount box, not in the linked daycare or grooming booking's box.
The linked daycare and grooming bookings show a note that another booking holds the payment: "Total Booking costs can be viewed on the boarding booking", and on grooming bookings "Payments can only be added to the linked boarding booking".
When the boarding booking is fully paid, its linked daycare and grooming bookings are marked as paid too.
If you've renamed boarding in your account, the notes use your name for it.
What Apply Payments doesn't do
Apply Payments doesn't take card payments. To charge a card, use Charge Card in the booking's Payments panel, or send the customer a payment link.
Apply Payments doesn't use wallet funds (account credit). The account credit payment type isn't offered in Method; use wallet funds from the booking instead.
Apply Payments doesn't split the money automatically, for example oldest booking first. You type each booking's amount yourself.
Apply Payments doesn't list cancelled bookings (unless a cancellation fee applies) or bookings already marked as paid.
Allocating payments: frequently asked questions
Can I record one bank transfer that covers several bookings?
Yes. Open the customer, click Apply Payments in the customer menu, type the amount for each booking in its Amount box, choose the Method (for example Bank Transfer) and Date, add the transfer reference in T/X Ref if you like, and click Apply Payments. KennelBooker records a payment on each booking.
Does Apply Payments pay off the oldest booking first?
No. Apply Payments doesn't decide where the money goes. You type the amount for each booking yourself, and only those amounts are recorded.
Can I pay for bookings that haven't happened yet?
Yes. On the Apply Payments page, tick Incl. Future Bookings to add the customer's unpaid upcoming bookings to the list, then type the amounts against them as usual.
What if the customer has only paid part of what they owe?
Type the part payment against the booking (or bookings) it covers. On Apply Payments, a booking only becomes paid when its balance reaches zero; a part-paid booking stays on the list with the smaller amount due.
Can I take a card payment on the Apply Payments page?
No. Apply Payments only records money you've already received, such as cash, cheque or bank transfer. To charge a customer's card, open the booking and use Charge Card in the Payments panel.
Can I use a customer's wallet funds or account credit on Apply Payments?
No. The account credit payment type isn't offered on Apply Payments. Use wallet funds from the booking itself; see "Using Monetary Credit on Bookings" in Related articles.
Why does my daycare booking show as paid when I didn't take a payment on it?
It's probably linked to a boarding booking. The boarding booking holds the payment for its linked daycare and grooming bookings, so when the boarding booking is fully paid, the linked bookings are marked as paid too. Open the daycare booking: the note "Total Booking costs can be viewed on the boarding booking" means another booking holds the payment. Open the boarding booking to see the total and the payments.
Does the customer get a receipt when I apply a payment?
No. Apply Payments doesn't email or text the customer. It only records the payments in KennelBooker.
How do I undo a payment I allocated by mistake?
Each payment from Apply Payments is an ordinary payment record on its booking. Open the booking and delete or correct the payment in its Payments panel.
Do payments from Apply Payments go to QuickBooks or Xero?
Yes, in the same way as any other manual payment. They're sent with the booking when you send it to QuickBooks or Xero, mapped by the payment type you chose in Method.
Allocating payments: common problems
"No Bookings! Please make sure that the booking has not been marked as paid"
Apply Payments has nothing to list. The customer has no unpaid bookings that are checked in, checked out or Cancelled (Fee Adjusted). If the payment is for an upcoming booking, tick Incl. Future Bookings. If the booking you expected is already marked as paid, record the payment on the booking itself.
I clicked Apply Payments and nothing was saved
Apply Payments needs a Method and a Date; if either is missing, the box turns red and nothing is saved. It also only saves rows where you typed an amount greater than zero. Fill these in and click Apply Payments again.
A booking I paid is still on the list
Apply Payments only marks a booking as paid when its balance reaches zero. If the amount you typed was less than the amount Due, the booking stays on the list with the rest still owing.
The booking I want to pay isn't on the list
By default Apply Payments lists unpaid bookings that are checked in, checked out or Cancelled (Fee Adjusted). Tick Incl. Future Bookings to see unpaid bookings that haven't checked in. Cancelled bookings without a fee and bookings already marked as paid are never listed.
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