Configure the payment plan

Context

Payment schedules allow you to define how your clients’ payments are distributed over time (deposit, intermediate installments, final balance).

They are used when creating Quotes and Proposals to offer clear and adapted payment terms for each trip. A well-configured payment schedule facilitates financial tracking, secures cash flow, and improves customer experience.

Objective

Create a standard payment schedule, automatically applied when creating Quotes, and which can then be customized on a case-by-case basis for each client.

Where do I go to set up my payment schedule?

To create, modify, or delete payment installments, go to the Settings menu, then Quote Settings, and finally the Default Schedule section.

If the Settings menu does not appear, it means you do not have the necessary permissions to manage your Caladeo space settings. In this case, contact an administrator on your team so they can adjust your permissions or make the changes for you.

Step-by-step

Here are the steps to manage the standard payment schedule:

1. Open the Settings menu from the main navigation.
2. Access Quote Settings, then the Payment Schedule section.
3. Click Add an item to create a new installment, or select an existing installment to modify it.
4. Enter or verify the installment information:
   • Name: name of the installment (e.g.: First deposit)
   • Payment date:
     • at booking, or
     • a number of days before departure
   • Percentage: percentage of the installment relative to the total trip price
5. Save the changes.

What happens next in Caladeo

Each time a Quote is created, the payment schedule is automatically applied. Deposit and balance dates and amounts are calculated based on the travel dates.

Once the Quote is created, you can modify the payment schedule manually, very simply, directly from the Quote to adapt it to your client’s specific needs.

Good to know

• Use explicit payment schedule names so they are easily understood by the client on the Proposal generated by Caladeo.
• Regularly review your payment schedules to ensure they comply with your commercial terms.
• A poorly configured payment schedule can lead to calculation errors or misunderstandings with the client.