Security deposits and refunds
Outside hirers leave a security deposit with their payment. After use it is returned less the damage charged. A cancelled booking is refunded by your rules on how many hours before the start it was cancelled.
PLANSFrom Growth
Why it matters
For a hall let to outsiders, the money questions come after the event. Some of the deposit is kept for broken chairs, and part of the money goes back after a cancellation. Done by hand, every case is an argument and a manual credit note. In SmartMy Facility the deposit is taken with the payment and held until the booking's problems are closed. It is then returned less the damage charged, and damage above the deposit is invoiced. A cancellation is refunded by your own scale of hours before the start, in full when you cancel. Each refund is a credit note linked to the booking.
The problem it solves
- The deposit is returned in full, and the damage is found the next morning.
- Every cancellation becomes a negotiation over how much to give back.
- The accountant makes credit notes by hand and cannot match them to bookings.
- A hirer whose booking you cancelled waits weeks for the money.
How it works
- Set a Security Deposit on the facility. Outside hirers pay it with the booking; it is not taxed.
- On the rule set's Refunds tab, add lines such as 100 % up to 48 hours before, 50 % up to 24 hours before.
- If the hirer cancels a paid booking, they get the share from your lines and the whole deposit back, as a credit note.
- If you cancel, or the booking is moved out for a manager or a higher-priority use, the hirer gets everything back.
- After use, any damage reported on the booking is charged by a manager on the problem report.
- Once its problems are resolved, the deposit is settled after the days you set, or with Settle Deposit. It is returned less damage; damage above it is invoiced.
Everything it does
The deposit
- Per facility, taken from outside bookers only, on the same invoice as "Security deposit (refundable)"
- Settle Deposit after (days) on the rule set: 2 days after the booking ends, to start with
- Settled by a daily job, only when the booking has no open problems
- Settle Deposit button on a done or no-show booking, for facility managers
- Damage charged on the booking's problems is kept; damage above the deposit gets its own invoice, less the deposit
Refunds on cancellation
- Lines of Cancelled at least (h before) and Refund (%); the line with the most hours that fits is used
- No lines: a cancelled paid booking is refunded in full
- Cancelled after the last line's hours: nothing back for the booking; the deposit always comes back
- Cancelled by a manager, moved out or released by the facility: everything back
- No-show: nothing back for the booking; the deposit is settled after use like any other
What is recorded
- On the booking's Charges tab: Refunded (%), the refund, Deposit Refunded, Damages Charged, the damage invoice
- Each refund is a posted credit note linked to the booking's invoice
- When the payment provider supports refunds, the refund is also asked from it and linked to the credit note
Who uses it
Outside hirerPays the deposit with the booking and sees refunds on the booking page.
Facility managerSets the deposit and refund lines, charges damage and settles deposits.
Front deskReports damage on the booking after use.
Accounts staffCheck credit notes and damage invoices, and the provider's refund statement.
Where you use it
- Web: the facility's Security Deposit, the rule set's Refunds tab and Settle Deposit after (days), the booking's Charges tab and Settle Deposit button
- Booking portal: the deposit ("returned after use"), Refunded on the booking, and a refund note in the cancel window
- Facilities > Billing > Revenue: refunds, deposits, deposits refunded and damages by facility and month
What you control
Settings
- Security Deposit: none, per facility
- Settle Deposit after (days): 2
- Refund lines: none (full refund on cancellation)
Notifications
- Facility Booking Update: to the hirer with the share and amount refunded, and when the deposit is settled with the refund and damage
- Each goes out at once, in the app and by email. A person can switch off email, never the event; in-app notices always arrive
- WhatsApp and SMS are set up for these messages but not offered for bookings yet. App push comes once the apps are in the stores
Works with
SmartMy DeskA damage report can open a helpdesk ticket; the deposit waits until the problem is resolved.
Questions
When is the deposit returned?
By itself, 2 days after the booking ends (you can change it), once its problems are resolved. A manager can settle it earlier with Settle Deposit.What if the damage is more than the deposit?
The whole deposit is kept, and the rest is invoiced to the hirer on a separate damage invoice.What does a hirer get back if they cancel the day before?
What your refund lines say. With 100 % up to 48 hours and 50 % up to 24 hours, they get half of the booking and the whole deposit.What if we cancel the booking?
The hirer gets everything back: the booking, the services and the deposit.Is the money sent back to the card or UPI by itself?
When your payment provider supports refunds, it is asked for the refund. This has been tested with a demo provider only, so check your first refunds.Related features
CHARGES AND PAYMENTOnline payment, with the slot held until the deadlineAn outside hirer of a paid facility pays online before the booking is confirmed. The time is held for them until the deadline; if they do not pay, the invoice is cancelled and the time is freed.CHARGES AND PAYMENTFree or paid facilities, rates, peak hours and taxesKeep a facility free, charge everyone, or charge only some bookers: outside hirers, other Entities or your own staff. Rates by the hour, half day, day or booking, with evening and weekend rates, minimum charges and taxes.SERVICES AND PROBLEMSProblems and damage reported with a photoThe booker or the front desk reports a broken projector or a damaged table from the booking. A photo from the phone and how bad it is go with it. Managers get a to-do, and damage can be charged to the booker.CHARGES AND PAYMENTCharge statements to other companies, and the revenue reportOther Entities on the site get one invoice a period for their charged bookings. The revenue report shows charges, refunds, deposits and damage by facility and month.PUBLIC HIREHire agreement signed onlineA hirer reads your hire agreement on the booking page and signs it with a finger or the mouse before the booking goes on. The signature, name and time are kept, and the agreement prints with the signature.PUBLIC HIREA public page for hiring your facilitiesFacilities you open to the public are listed on a page anyone can read, with each day's free and taken times. Hirers create an account, give their phone, ID proof and address, and book with your approval.
See it with your own rooms.
Tell us what you run: rooms, halls, courts, desks. We will show you a booking from request to check-out with your rules.