Contents
Overview
TravelJoy offers a number of ways to collect payments and authorizations from your clients. In this guide, we'll provide an overview of these options along with more detailed guides for each method.
Payment methods include direct invoices, direct group booking pages, smart proposals, and gift cards. Authorization methods include supplier invoices, supplier group booking pages, and credit card authorization forms. It is essential to differentiate between payments and authorizations.
Payments charge the client's credit card or bank account, while authorizations allow the agency to use the card details for future payments. For further details, check out TravelJoy's detailed guides for each method linked throughout the article.
Payments vs Authorizations
You can collect both direct payments and credit card authorizations using TravelJoy, depending upon which feature you're using, so it's important to make sure to know the difference:
Payments (or Direct Payments)
When a client makes a payment, which is sometimes called a "direct payment" for clarity, their credit card or bank account is charged, and the payment is deposited into that trip or group's Funds balance.
(Note: For members using Legacy Direct Payments, these payments are automatically deposited into your bank account on file. You can learn more about this in our FAQ.)
Authorizations (or Credit Card Authorizations)
When a client provides an authorization, which is sometimes called a "credit card authorization" for clarity, their credit card is not charged. Instead, the credit card details are securely collected from the client, along with a signed authorization allowing you to use these card details for future payments.
To learn the various ways you can use an authorization to pay a supplier (or yourself), check out these guides:
- Process an authorization as a direct payment
- Securely send an authorization to a supplier
- Securely view credit card details to pay a supplier
Collecting Payments
Each of the features outlined below allows you to collect direct payments from your clients. These features cannot be used to collect authorizations. To collect authorizations, please review the "Collecting Authorizations" section below.
Note: You cannot collect payments until you've verified your bank account.
Direct Invoices
You can create a direct invoice from any trip by clicking the blue Create button and choosing "Invoice (Direct)." To complete the invoice, you'll add invoice items (such as flights and hotel reservations) at the top and a payment schedule at the bottom, and review the settings in the middle. Learn more.
The direct invoice is the foundation of most payments in TravelJoy. When a client pays their deposit on a direct group booking page or smart proposal, a direct invoice is generated automatically for subsequent payments.
Direct Group Booking Pages
If you're booking group travel, you can create a direct group booking page to allow each participant to learn more about the group, choose a package, fill out their forms, and pay a deposit, which will be charged to the client's credit card or bank account. Learn more.
Smart Proposals
With a smart proposal, you can create an elegant itinerary for your client so that they can review and respond to the trip you've built. Optionally, you can give them the option to pay their deposit upon approval. Learn more.
Processing Supplier Invoice Authorizations
Plot twist! The last method for processing direct payments happens on a supplier invoice. If your client has submitted an authorization and you need to convert that authorization into a direct payment, you can do this from the invoice's payment schedule. This is ideal for combining supplier payment authorizations and your agency fees into a single invoice. Learn more.
Gift Cards
Our last direct payment option provides a way for clients to buy a gift for a friend, colleague, or their future self in the form of a gift card that can be used to pay your agency fees on a future direct invoice. Learn more.
Collecting Authorizations
Each of the features outlined below allows you to collect authorizations from your clients. These features cannot be used to collect direct payments, and will not contribute to a trip or group's Funds balance. To collect direct payments, please review the "Collecting Payments" section above.
Supplier Invoices
You can create a supplier invoice from any trip by clicking the blue Create button and choosing "Invoice (Supplier)." To complete the invoice, you'll add invoice items (such as flights and hotel reservations) at the top and a payment schedule at the bottom, and review the settings in the middle. Learn more.
The supplier invoice is the foundation of most authorizations in TravelJoy. When a client authorizes their deposit on a supplier group booking page, a supplier invoice is generated automatically for subsequent authorizations.
Supplier Group Booking Pages
If you're booking group travel, you can create a supplier group booking page to allow each participant to learn more about the group, choose a package, fill out their forms, and authorize a deposit. Learn more.
Credit Card Authorization Forms
While supplier invoices are the best way to share what a client is paying for and how their payment schedule will look, sometimes you just need to have your client share a quick authorization without the need for these extra details. Credit card authorization forms fill that gap. Learn more.
Comments
19 comments
When taking direct payments, can clients use a debit card or does it have to be a credit card?
Hi Tanya! Debit cards can be used anywhere that credit cards are accepted.
I thought at one point I saw a “pay on clients behalf” somewhere. I have the authorization and need to pay my upfront fee. Where do I find this process?
Crista, there is an article on how to pay on clients behalf
https://help.traveljoy.com/hc/en-us/articles/360016308871-Pay-on-behalf-of-a-client-
Thanks so much Tanya!
Thank you! I knew it was there somewhere :)
When making bank draft payments can client pay a different amount from what is on invoice i.e pay more?
Hi Annette! This depends on the settings for that direct invoice. You can learn how to enable custom payment amounts here: https://help.traveljoy.com/hc/en-us/articles/360032978372-Can-the-client-pay-more-or-less-than-the-specified-payment-amount-
Hi I have created a group and just was informed that once someone clicks on open invoice and ask questions it shows them everyone in the group authorizations and emails. Did I do something wrong? Please help.
Hi Pashunna!
While this wouldn't be possible for messages across a whole group, the "Ask a question" button does take the client to their individual trip's message feed.
You can learn more about the trip message feed, who can see it, and how they can get there, by checking out this guide.
I am attempting to register my agency with Affirm. It is asking which e-commerce platform I am using. TravelJoy is not an option. Is there another name I should be looking for?
I have a group cruise, is there any way that two different payments can be made? For instance if there is cabin for 2 and they want to pay separately is there an option for that?
Can I create an invoice that can be downloaded as PDF, and paid with a check?
I received 3 payments on 1/30 for 2 separate clients. Two of those payments were for the same client. One payment is scheduled to be received today 2/1, but the other not until 2/9, why the discrepancy? And why would it take 7 days to receive? I have never had issues receiving payments and typically get them within a few days; not over a week later.
Hi Crista! We would love to look into this for you. Please send us a support request through the blue support button in your TravelJoy account so we can further investigate for you!
Hello
Is there a way that I can set up my CC authorization form to have my clients sign the form instead of typing their name? I would not want to give the option of typing if that makes sense.
Hi Miriam Jackson! At this time, the option of typing is not able to be removed but I can see how that would be beneficial. I've shared your thoughts here with our Product team!
Hi there,
Is the bank transfer option only available for U.S. bank account holders ?
I have international clients for a group trip and someone wants to do a bank transfer. Please advise. Thank you!
Can a client use 2 different cards to pay with if so how do they do that?
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