Managing Deposits

 

Overview: What are we talking about?

Requesting and managing deposits effectively is essential for businesses looking to safeguard against last-minute cancellations and no-shows. This article will review deposit-specific tools and features that will make deposit management more seamless. 

 

This article includes: 

• Setting up your Default Deposit Amount
• Overview of the Deposits Payments Report
• Logging a Deposit
• Automated Deposit Reminder Email 
• Requesting a Deposit before Accepting a booking via the Online Booker 

Related Articles:

• Rev Pets Payments Overview
• How to Sign Up for Rev Pets Payments
• How Do I Delete or Cancel a Booking

 

Setting up your Default Deposit Amount

Navigate to Account Settings » Services & Costs » Deposits

 

 

Enter in your default deposit amount or percentage. Click Save. 

 

*Please note: the setting to "Automatically add (deposits) to new bookings" is not appropriate for all businesses. If you have questions regarding this setting, please reach out to our Support Team (support@revelationpets.com) before enabling. 

 

 

Overview of the Deposits Payments Report

The Deposits Payments report is a resource specifically made for managing logged and/or requested deposits. Navigate to Reports » Deposits Payments. 

 

Deposits Payments report columns: 

• Ref: Invoice/Booking number. Clicking this link will open the detailed view of the booking. 
• Action: If you are integrated with Rev Pets Payments, you can manually resend a deposit request directly from the Deposits Report. Learn more about Rev Pets Payments - Rev Pets Payments Overview.
• Customer: Displays customer's name. 
• Pet: Displays pet(s) name(s). 
• Booking date(s): Displays date(s) of the booking. 
• Run: Displays run(s) occupied for the booking. 
• Deposit created (date): Displays the initial date a deposit was logged or requested for the booking as well as the number of days that have elapsed since the initial deposit was logged or requested. 
• Last requested (date): Displays the last date an additional deposit request was initiated. 
• Deposit amount: Displays the amount of the deposit. 
• Status: Displays whether a deposit has be paid, refunded, or is still outstanding. 
• Booking Status: Displays whether the booking is cancelled or not cancelled.
• Monies Received: Displays the total amount of payments collected for the booking, this could include the deposit, partial payments or full payment. 
• Outstanding Balance: Displays the remaining balance of the booking total. 

Here are some examples of the report columns in use:

 

 

Sorting and filtering the Deposits Payments Report

The Deposits Payments report will automatically display the last 6 month's worth of requested deposits. You can use the "From Date" and "To Date" fields to filter the report to a more specific date range if needed. 

 

 

Also by default, the Deposits Payments report will display requested deposits by the "deposit created date". If you'd prefer to sort the report by "booking created date" you can update the report by clicking the "Dates Range" button. 

 

Filter the Deposits Payments Report by payment "Status" 

All outstanding, paid, refunded deposits, not cancelled and cancelled bookings will display in the Deposits Payments report by default. To filter these out, click the "Status" button at the top of the report to choose which types of deposits you'd like to view. 

 

 

From the "Tools" button, you can print the report, save the reported information to a PDF, or export it to Excel. 

 

*Please note: If you have a booking in the system where a deposit was not logged or requested, those bookings will not display on this report. 

 

In addition to the Deposit Payments report, deposit requests are logged in the Booking Changes, noted on the Booking Calendar when you click the "i" icon, and noted under the Costs section. 

From the booking: 

From the Booking Costs Section: 

From the Calendar: 

 

 

Logging a Deposit

In order for a booking to populate on the Deposits Payments report, a deposit must 1) be logged on the booking, or 2) be requested from the customer. 

 

When manually creating a booking on the business side, there is a deposit area within the Costs section of the booking. In this field, if a deposit is required for this booking type, enter the deposit amount. Next, click Save Booking. 

 

 

Once you save the booking, you will be prompted to manage the deposit. You can either click the button "I will handle this later" or "Collect Deposit(s) Now." 

 

 

Clicking the button to "handle the deposit later" will add the unpaid deposit to the Deposits Payments report and you can reach out to the customer for deposit collection at a later time. 

 

If your application is integrated with Revelation Pets Payments (Learn more about Rev Pets Payments - Rev Pets Payments Overview.), you can email a deposit request to your customer. 

 

 

 

Clicking the button to "Collect Deposit Now", is a great option to manage in-person deposit payments. After you click the button, it will prompt you to fill out the important details of the deposit you are collecting in the Make a Payment section of the booking including a reference for the deposit, and the payment type being used. Next, click the Blue Check button to apply the deposit to the booking and Save. 

 

The saved deposit entry will now display on the Deposits Payments report as paid. 

 

Automated Deposit Reminder Email

This functionality is exclusive to Rev Pets Payments users. Learn more about Rev Pets Payments - Rev Pets Payments Overview.

 

Navigate to Account Settings » Customer Communication » Payment Reminder. 

 

Scroll down to "Reminders for outstanding deposits for upcoming bookings." Before enabling this automated email reminder, first edit the template to meet your needs and select the email's frequency. 

 

After editing the template, you can preview the email by clicking the "Preview" button. Lastly, tick the box next to "Enable email reminder." 

 

 

The automated Deposit Reminder Email will send out, at your selected frequency, until 1) the deposit payment is made by the customer, or 2) the booking is canceled, declined, or deleted. 

 

Requesting a Deposit before Accepting a Booking via the Online Booker 

This functionality is exclusive to Rev Pets Payments users. Learn more about Rev Pets Payments - Rev Pets Payments Overview.

When a customer submits a booking request via the online booker, businesses can request a deposit before accepting a booking. Click on the calendar icon in the upper right-head corner of the application to review your pending bookings. 

 

In the bottom right-hand corner of the pending booking, click the "Request Deposit" button. In the pop-up window, your default deposit amount (Account Settings » Services & Costs » Deposits) will populate; if needed you can edit this field before clicking the Send button. 

Your customer will receive the "Reminder for outstanding deposits for upcoming bookings" email (Account Settings » Customer Communication » Payment Reminder). By clicking the "Pay Now" button within the email, your customer can pay for their deposit. This payment will automatically allocate to the appropriate booking in the system. 

 

 

If you'd like to receive an email whenever a deposit payment is made, navigate to Account Settings » Integrations and tick the box next to "Email me when a deposit payment for a pending booking is made by a customer." 

 

 

When looking at the calendar icon for pending bookings, you can easily tell if a deposit has been requested and what the current payment status is. 

If a deposit has been paid for a pending booking, you will see a green currency icon. If a deposit has been requested but has not been paid yet, you will see a red currency icon. If a deposit has not been requested, you will not see a currency icon. 

 

 

After the requested deposit is received, you can accept the booking into the system.