This is useful for business customers who regularly book journeys and settle their charges weekly or monthly rather than paying for each booking individually.

Example: A company books airport transfers for its employees throughout the month. Its authorised customer account uses Account payment when booking. At the end of the month, you invoice the company for the relevant journeys.

1. Enable the Account Payment Method

First, make Account payment available in your system.

  1. Log in to the admin panel.
  2. Go to Settings > Payment Methods.
  3. Find Account and click Edit.
  4. Enable Active.
  5. Set Display to Frontend & Backend so the method is available through the customer booking form as well as the admin panel.
  6. Click Save.

Account payment does not require payment-provider credentials or API keys. It records the booking for later payment rather than taking the customer through an online payment gateway.

Important: Enabling the payment method is only part of the setup. The customer must also have permission to use it.

2. Allow a Customer to Use Account Payment

Enable Account payment for each company customer you have approved for this arrangement.

  1. Go to Users > Customers.
  2. Find the customer and click Edit, or create a new customer.
  3. Enable Company account and enter the relevant company details.
  4. Enable Allow use of Account payment method.
  5. Click Save.

For customer-facing bookings, the customer must be logged in to their company account. Creating a company account alone is not sufficient when its Account payment permission is disabled.

Recommended practice: Agree the billing frequency, payment deadline, and who is authorised to book before enabling this option.

3. Automatically Enable Access for New Company Registrations

You can allow newly registered company accounts to use Account payment without enabling the permission individually after each registration.

  1. Go to Settings > Web Booking Widget.
  2. Find Enable Account payment method for all new Company Account users.
  3. Enable the option and save your settings.

When a new customer registers as a company through the booking form, this setting determines whether Account payment permission is enabled for that customer. Account must still be active in Settings > Payment Methods. For existing customers, review their individual permission under Users > Customers.

Recommended practice: Leave automatic access disabled when you need to review and approve each company before allowing bookings without upfront payment.

4. How Customers Book Using Account Payment

Once the payment method and customer permission are enabled, the customer can:

  1. Log in to their company customer account.
  2. Enter the journey details and select a vehicle.
  3. Continue to the payment section.
  4. Choose Account and submit the booking. The default Account payment description is Reserve now, so customers may see this wording in the booking form.

The customer is not taken through an online payment gateway for this method. The booking follows your configured booking-confirmation rules rather than requiring an online payment to complete the submission.

Important: A booking confirmation does not mean that payment has been received. For a booking with a non-zero amount, the payment record is initially Pending.

5. Invoice the Customer and Record Payment

Invoice according to your agreement

At the agreed billing interval, prepare an invoice for the relevant bookings. A bulk invoice can cover bookings from a selected period, allowing the customer to settle several journeys together. Selecting Account payment does not itself collect money from the customer.

Before issuing an invoice, check that the included journeys and charges match your agreement with the customer.

Update the payment record after receiving payment

After confirming that payment has been received:

  1. Open the relevant booking in the admin panel.
  2. Open its Transaction History.
  3. Find the Account payment transaction.
  4. Change its Status to Paid and save the change.

Transaction status editing is available to admin users with the appropriate transaction-editing permission.

Important: Do not mark a transaction as Paid simply because the booking has been confirmed or an invoice has been issued. Use Paid to record payment that you have received.

6. Remove Access to Account Payment

To stop an individual customer from using Account payment, go to Users > Customers, edit their account, clear Allow use of Account payment method, and save.

To make the payment method unavailable generally, go to Settings > Payment Methods > Account, clear Active, and save. Only active payment methods are accepted by the customer booking form.

Troubleshooting

Account payment is not visible to a customer

Check both the payment-method configuration and the customer’s account:

  • Payment method: Account is Active and Display is set to Frontend & Backend, not Backend only.
  • Customer account: The customer is logged in to a company account and Allow use of Account payment method is enabled.
  • Journey restrictions: Any selected services, vehicle types, or availability restrictions permit Account payment for the requested journey.

 

Account payment appears for some journeys but not others

Review the Account payment settings for service assignments, vehicle-type assignments, and Availability restrictions. Availability restrictions use the journey’s pickup date and time, not the time when the customer makes the booking. For return bookings, both outbound and return pickup times are checked.

 

A new company customer cannot use Account payment

Review the customer’s individual permission. To grant access automatically to future company registrations, enable Enable Account payment method for all new Company Account users under Settings > Web Booking Widget.

 

The payment is still Pending after the booking is confirmed

This is expected when no payment has yet been recorded. Account payment allows the booking to proceed without upfront payment. Once payment has been received, update the relevant transaction to Paid.