After one of your bookers completed a booking with the payment method "purchase on invoice", he first gets his booking confirmation with the attached tickets (so far activated) after we received the payment on our bank account.
- Pending transactions before the event: attendees are receiving automatically payment reminders from doo
- Shortly before the event: organizer will be informed about pending transactions
- At the event: How to deal with outstanding bookings on site
- Shortly after the event: Organizer should decide about stopping payment reminders
- Belated incoming payments
- Two months after the event: doo will stop payment reminders shortly
1. Pending transactions before the event: attendees are receiving automatically payment reminders from doo
Should one of your bookers not transfer the booking amount immediately, doo will regulary send out payment reminders. The rhythm of the send out depends on how many the days are left to the event. If the event starts in a couple of months, payment reminder will be send out monthly. If there are 2 months left to the event, the reminder will be send out every 2 weeks - if the time to the event is less than a month, bookers will receive payment reminders every week. These will continue after the start of the event until we receive the amount on our bank account or the booking is cancelled in your booking overview.
We refrain from a dunning process f admonition or debt collection. The highest escalation level is that you cancel the booking if a booker does not pay on time, and thus release the tickets for other bookers.
2. Shortly before the event: organizer will be informed about pending transactions
Two days before the event starts the contact person of the doo organization account will be informed about all pending transactions for this particular event so that he can decide how to deal with them.
In oder to find the booking in your event manager, select the event in your event overview and click on "manage bookings". Here you have the possibility to filter the search results by "Booking status: Active" and "Payment status: Outstanding" trough the "additional search options". Now you can decide how to deal with the pending bookings:
2.1 Cancel booking and release tickets
If you now want to release the tickets for other bookers you can cancel the outstanding booking trough the respective booking detail page. Please make sure you inform the booker about the cancellation so that he won't transfer the booking amount anymore. Here you can read more information about the cancellation of bookings.
2.2 Continue waiting for the payment
If you're still awaiting payments for the outstanding bookings, you don't have to take any action yet. Even after the end of the event bookers will receive weekly payment reminders from doo, till they will transfer the amount to our account or the booking will be cancelled.
3. At the event: How to deal with outstanding bookings on site
If the booker transferred the booking amount shortly before the start of the event but didn't receive a booking confirmation or ticket, it is usually because bank institutions may need a few working days until payments have been credited to the target bank account.
A previous send out of tickets without the received payment is not possible, but you can let the booker participate at your event with a proof of payment even without a valid ticket.
It is up to you to decide if you want to let bookers who haven't paid yet attend without their ticket and thus pay in advance and run the risk of non-payment. In this case we recommend to verify that the booker has correctly specified the amount, the recipient's account, and the purpose. The booker receives his payment confirmation from doo as soon as the amount is received in our account.
Here you can find more useful information about the check in and the day fund at your event.
4. Shortly after the event: Organizer should decide about stopping payment reminders
Even after the end of the event bookers are still receiving weekly payment reminders till the booking got paid or cancelled.
If you want to stop payment reminders for bookers who didn't attend at your event, cancel the booking through the booking detail page and inform the booker about the cancellation so that no payment will be instructed. More information about cancellation of bookings you will find here .
If you still want payment reminders to be send out to bookers you don't have to take action because the bookers will still be reminded about their outstandig payment every week.
5. Belated incoming payments
Should we still receive payments after the final settlement of your event, we will forward them to you as usual in the following payout period. If the booking has already been cancelled, doo will get in touch with the contact person of your doo account, so that he can decide if we should forward the payment or send it back to the booker. If we won't get feedback from you within two weeks we will automatically send the payment back to the booker.
6. Two months after the event: doo will stop payment reminders shortly
60 days after your event has ended doo will inform the main contact person of your doo organization account about all pending transactions of the event, for which doo still sends out weekly payment reminders.
Since at this time the bookings are not expected to be paid, we recommend that you cancel the bookings to stop the weekly reminders and finalize the event. Click here in order to find out how you cancel bookings.
The affected bookings will be canceled automatically two weeks later and the payment reminders will be discontinued if no payment is received in the meantime. If, contrary to expectations, you will receive payments for the canceled bookings after they were cancelled, we will contact you regarding the forwarding of the amount.
Even if this is not offered by doo, you are, of course, free to initiate a dunning process for the outstanding payments outside of doo.
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