Your client uses bookingkit for online bookings. In this article you can find out how to work with bookingkit to record your client’s income.  
 

  1. How do I get my client’s data?
  2. How do I cope with online payments?
  3. Details of trustee account
  4. Details of vouchers
  5. Details of refunds 
  6. Invoices from provider to end customer
  7. Fees and invoices from bookingkit to the provider

How do I get the data?

There are two options, depending on the Experience-provider’s tariff level: 

  1. the client is on the Basic or Plus tariff: in this case your client must export and send data to you regularly
  2. the client is on the Premium tariff: if your client is on the Premium tariff, your client can add several users; in that case your client would add your email address and you would have direct access to your client’s data in bookingkit. From our experience to date, direct access to bookingkit is the most efficient way of booking receipts, as the client does not have to prepare the data. You can also look up orders directly in detail if any data are not initially conclusive. 

Online payments

bookingkit is a booking system where appointments can be booked and paid for directly. The provider’s end customer can pay online by credit card, instant transfer,  direct debit (if activated by the provider), payment by invoice (if activated) and PayPal (if activated by the provider). Direct debit, payment by invoice and PayPal are therefore optional.

PayPal: if PayPal has been activated, it should be noted for accountancy purposes that payments land directly in the client’s PayPal account. All other online payments are collected in the trustee account.

Direct debit: For all online payments (apart from payment against invoice), the amount is directly booked out from the account of the end customer and lands either in the PayPal account or the provider’s trustee account. For direct debits, there is the special feature that the payment first has to be taken from the end customer’s account, and then lands in the provider’s trustee account, which on average takes about 7-8 days, due to the bank processing time.

Payment against invoice: for payment against invoice, the end customer must transfer the amount to the MangoPay trustee account. It is important to note that reminders are not sent out automatically. 

Trustee account

Once he has confirmed the bookingkit Terms and Conditions, your client automatically gets a trustee account with our payment service-provider MangoPay. This is where all payments (less charges) which were made by credit card land, as well as instant transfer, payment against invoice (if activated) and direct debit (if activated).

There is a security retention of 5% of sales for the past 180 days. Once 180 days have passed, the sums are shown as available credit in the trustee account according to the time elapsed. This retention is therefore in the trustee account, but cannot be paid out within the period of 180 days.

For yourself as accountant/tax advisor it is important to know that the provider can pay out the money to himself at any time (after a one-off verification process). 

Payments on site / offline payments

If end customers pay on site, the client should have a cash desk/cash account. If the bookings have been documented in bookingkit, they can be exported here. Of course we can’t guarantee that the amounts in the cash account will coincide with documented bookings (that’s up to the provider, whether he entered all payments in bookingkit as they took place or whether there were no further receipts on site). 

Vouchers

Value vouchers are sold in bookingkit (not product vouchers). As this is equivalent to a currency swap, VAT only becomes due when the voucher is redeemed.
You can export all vouchers sold here under the Value Vouchers tab. There is also a column headed “Residual value” there. If this is selected, it’s possible to look at a specific point in time - how high the residual value of a voucher was at a particular time. There is also an export of redeemed vouchers here.

Refunds

A booking can be cancelled independently of whether a refund is to be given or not. The provider himself decides whether he will give a refund, and to what amount. He can also determine the way in which the refund will be made. He can repay the money paid by value voucher or on site.

If the end customer is reimbursed by value voucher, this will be undertaken as a “Cancel value voucher” action during export of the value vouchers.

Refunds via credit cards, instant transfer, payment by invoice and direct debit are made as Exports from the trustee account. For PayPal refunds, these are naturally made to the PayPal account. 

Invoices from provider to end customer

If an end customer has booked online, payment instructions and invoices are automatically created by the system. You can export the invoices and credits which have been generated by the system under Statistics > Export > Document archive.
Overview of all online bookings
All orders can be exported either according to their booking date or the date on which they happen: https://eu5.bookingkit.de/statistic/export

All orders are shown there with all payment methods. It is advisable to reconcile these tables with the trustee account and the PayPal account. 

Fees and invoices from bookingkit to the provider

At the start of every following month, the provider will be sent an invoice from bookingkit. All fees will be shown in detail on this, including those which have already been paid by online payments.

You can find further details of fees/charges here.

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