Deposits and instalments without watching a calendar
A deposit split into instalments with due dates. Who owes what — calculated as you go, with no month-end close and no separate table that drifts out of date anyway.
Try it freeHow it works today
A group books in February, pays a deposit in March and the rest in two instalments by June. The dates go into a calendar or a column next to the booking — and are watched by hand for six months.
You usually find out an instalment has not arrived by accident: someone calls about something else, or the group turns up. By then it is too late for a calm conversation about money.
The arrears list is put together every now and then, by hand, by going through the bank statement and comparing it with the spreadsheet. It takes half a day and is out of date the next morning.
How bedcal does it
You split the amount into any number of instalments, each with its own due date. The schedule is part of the booking, not a note in a calendar.
Who has an overdue instalment and how much — visible without closing the month or generating a report. The list updates with every payment recorded.
You record the amount and the date received. The system matches it to the oldest unpaid instalment and shows what is left.
The day plan flags every arriving group that still owes money. The front desk knows before the coach pulls up at the gate.
Questions
Does bedcal issue invoices to my guests?
No. We keep a record of payments: who paid how much, when, and what is left. You issue invoices where you do today, in your accounting software. This is a deliberate boundary, so as not to duplicate a system you already have.
Can I change the schedule after setting it?
Yes. Instalments can be added, removed or moved at any time. Payments already recorded stay matched and the system recalculates what remains.
What about overpayments and refunds?
An overpayment stays visible on the booking as an amount to settle. It does not disappear and does not get absorbed into later instalments, so you can see who is owed what.
Do the kitchen or front desk see the amounts?
No. Amounts and settlements are available to the owner alone. The front desk only sees a flag that a group is in arrears — without the sum.