Bookings

Prices, tax and cancellation

Set weekday and seasonal prices and sales tax, choose when a cancelled pass visit goes back, and mark bookings paid when customers pay at the visit.

Each service can have a price, and prices that change by weekday or season. Prices show on your booking page, and you can mark a booking paid when the customer pays at the visit. Aiva Chat doesn't take payments: there are no deposits or online card payments, and you take payment your usual way. You need at least one service (see Set up bookings).

These settings are on the Appointments page (Campaigns & Scheduling → Appointments). If your sidebar shows a Bookings group instead, look under Booking setup: prices are on Services, and tax and the pass cancellation setting are on Tax and policies.

1. Set a service's price

  1. Click Services and edit a service.
  2. Enter Price (optional) and choose the Currency. For a class, the price is per place. For a rental, it's per day or per night.
  3. Under Pricing, you can also add:
    • A different price on some weekdays: pick weekdays that cost more or less, and enter a price for each.
    • Dates with their own price: From and To dates, a Price for that period, and an optional name (for example "Summer").
    • Long-stay discounts (rentals only): a percentage off from a number of days or nights.
  4. Save the service.

The list then shows prices that vary as "from" the lowest price.

2. Turn on sales tax

  1. On the Appointments page, click Settings.
  2. Under Tax, turn on Charge tax, give it a name in Called (for example "Sales tax") and enter the Rate (%).
  3. Tick My prices already include it if your prices are tax-inclusive. Otherwise tax is added on top.
  4. Click Save.

You can have one tax. To leave a service out, turn off Taxable on that service.

3. Choose when a cancelled pass visit goes back

The cancellation setting applies to bookings made with a package or membership (see Packages and memberships).

  1. In Settings, find Cancelling a pass visit.
  2. Under Visit goes back if they cancel, choose Not set (it always goes back), or a cutoff from Any time before it starts to Up to 7 days before.
  3. Click Save.

If the customer cancels at least that long before, the visit goes back on their pass. Later, or not turning up, uses it up.

4. Mark a booking paid

Open an appointment on the calendar. Its Payment section shows the price, any tax, the Total and the Balance due.

  • Mark as paid…: record what the customer paid at the visit, and how (Paid by: card, cash, bank transfer or other). Click Undo if you made a mistake.

This only records the payment. Nothing is charged or refunded through Aiva Chat.

Reports on the Appointments page show money collected, still to collect and tax for any period.

Troubleshooting

The booking page doesn't ask for a deposit or card. That's expected. Aiva Chat doesn't take payments for bookings. Prices show on the booking page so customers know what to expect.

The AI was asked to take a payment on a call. It can't take card details or send payment links. It can tell the caller the price, and you take payment your usual way.

Next steps

Something here doesn’t match what you see in the dashboard? Email support@aivachat.io and we’ll fix the guide.