What is a Bespoke Invoice?
A Bespoke Invoice lets you create a booking for an existing customer. You can request a payment, offer a free space, or book retrospectively.
Requirements to Use a Bespoke Invoice:
The person must have an Eequ account
They must have booked with you before or messaged you on Eequ
You can use a Bespoke Invoice to:
Add walk-ins
Create sessions outside your usual dates and times
Set up special arrangements in terms of pricing and age range
Offer a taster or one-to-one session
Set up private or family bookings
Request a deposit, installment, or bulk payment
Apply discounts or top-up payments (e.g. for equipment)
Bill for missed payments
Add a learner to a fully booked session
Record retrospective attendance
How to create a Bespoke Invoice?
You have two options:
Option 1: Create a booking for an existing an attendee under an existing account holder
Option 2: Create a booking for a new attendee under an existing account holder
For both options, start by going to MENU > Create a booking
Then select the listing and dates you would like to create a booking for and select NEXT
Option 1: Create a booking for a returning attendee under an existing account holder account
Select the Listing and dates, then:
1. Search for the attendee's name or account holder's name
2. Ensure you've selected the correct profile and confirm the attendee by selecting the circle
3. Select a ticket
4. Select CHANGE PRICE if you would like to set up a custom price for the booking, otherwise select NEXT
To change the price, enter the new total and select SAVE, then NEXT
5. Select populate answers from previous booking. As it is an existing and previous booker, the checkout questions can be populated from previous bookings.
6. Select SAVE
7. Double check the booking looks right then select NEXT
8. Add a message if you need to and review your bookings, then select CONFIRM BOOKINGS
9. You will get a confirmation message, which gives you the option to create another booking or view your bookings on your bookings page
Option 2: Create a booking for a new attendee under an existing account holder
Select the Listing and dates, then:
1. Select create new attendee
2. Select 'Search for and add existing an customer'
3. Type the account holders name and select their name
4. This will populate the account holders details, then enter the attendee first name and surname in the Who is the attendee? section
5. Select CONTINUE
6. Select a ticket
7. Complete required checkout questions:
Date of birth
Confirm eligibility if the child is eligble for benefit related free school meals
Tick any other statements that apply to the child
8. Select SAVE
9. Double check the booking looks right then select NEXT
10. Add a message if you need to and review your bookings, then select CONFIRM BOOKINGS
11. You will get a confirmation message, which gives you the option to create another booking or view your bookings on your bookings page
FAQs
How will my customer know about the booking?
When you send a bespoke invoice, your booker will receive an email that looks like this:
ADD UPDATED EMAIL IMAGE
ADD UPDATED EMAIL
How will I know I have been paid?
Once it has been paid you will receive this email to confirm:
ADD UPDATED EMAIL IMAGE
How can I track the invoices I have sent?
The learners you have offered places to by Bespoke Invoice will automatically appear in your register as this action approves them instantly.
If there is an outstanding payment we will display UNPAID INVOICE next to the learners name on the register.
You can track the status of all your invoices on your bookings page by using the filters and labels.
How should I handle a new customer who has attended a session without booking?
If a new Booker or Attendee has joined a session that does not have an Eequ account or has not booked with you before, you can create a Registration Record instead of creating a Bespoke Invoice.
If you have any questions about Registration Records or Bespoke Invoices, please go to MENU > Message support!