When the customer accepts your package, you convert the trip. Depending on whether the first payment arrives before or after reservations begin, you either hold the trip first or convert it directly. This guide walks both paths, plus instalments and collection.
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Hold a Trip (optional)
When a customer has committed but not paid yet, put the trip On Hold instead of fully converting it. From the trip’s details page, choose the On Hold action. Holding:
- Initializes only hotel bookings with payments in an on-hold status, so reservations can start early.
- Auto-assigns the reservation teams, just like conversion.
- Generates a holding email and trip voucher with the payment schedule.
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Reservation Work
Because bookings are initialized while on hold, your reservations team can begin hotel enquiries and confirmations before the money arrives — see the Reservations guide and Hotel Bookings.
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Voucher Sharing and Token Collection
Share the holding trip voucher — it carries the payment schedule — so the customer can pay the token (first) amount. Once that payment arrives, convert the trip from hold to confirmed. Instalment listings have a filter to exclude on-hold booking payments, keeping your collectables clean.
NOTE
Holding versus converting directly is a business choice — hold when you reserve hotels before the first payment, and convert directly when the payment comes first.
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Convert a Trip
To convert, open the desired quote and click Convert Using Quote — you can convert using any quote, it need not be the latest. A verification page opens with the details prepared by the salesperson; review them and confirm the “I have verified the details” box.
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Generate Instalments and Collect Payment
After verifying, add the instalments — split the package amount into parts with a due date for each, add any comments for the operations team, and click Mark as Converted. Customer payment preferences can auto-apply a standard breakdown.
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To collect, open an instalment from Accounting > Incoming Payments and log the amount with its date, payment mode and accounts. A logged payment shows as Paid (Unverified) until your accounts team verifies it. Read Incoming Payments for the full collection flow.
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Automatic Payment Gateway Conversion
If the Payments by Sembark gateway is enabled, every quotation, voucher and invoice carries an embedded payment link. The customer pays online (card, UPI, Netbanking); the trip’s instalments and payment records update in real time, receipts are auto-generated, and you get an instant confirmation — collections reconcile without manual logging.
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Done
The trip is converted and the first payment is in. If a confirmed trip later falls through, see Cancellation and Drops. To keep collecting the balance, see Remaining Payment Tracking.
References
- Conversion — select quote, verify and create instalments
- Trip Holding, Locking and Archival
- Incoming Payments and Payment Preferences
- Payment Gateway — Payments by Sembark