Pricing tells your client what something costs. This is where you set how they pay for it: all at once, as a deposit plus a final balance, or across installments. Once an item has what it needs, it becomes available for your client to authorize from their portal, and you record the payment here after you've made it.
🎥 Prefer to watch? See Booking & Payments | TripLoft Academy for a video walkthrough.
Good to know: Authorizing is the client approving a charge on their card. It is not the same as the supplier being paid. You make the actual payment using the authorized card, then log it in TripLoft so the status stays accurate.
Where payment settings live
On a component's Pricing & Booking tab, scroll past the pricing fields to the Credit Card Authorization & Payment section. Everything in this article lives here: the Payment schedule picker, the Allow partial payments toggle, and the Expected payments table.
Set the payment schedule
Under Payment schedule, pick one of three methods.
In Full
The whole amount is due in one payment. This is the default.
The Expected payments table shows a single row labeled In Full, with the amount filled in automatically from the price. You only set the due date.
Good to know: If the component is priced by occupancy (per room or per cabin) and you switch an existing Deposit or Installments schedule to In Full, TripLoft asks you to confirm first, because deposits already applied to individual rooms or cabins stop applying. Your entered values are kept, so you can switch back and pick up where you left off.
Deposit + Final Balance
Splits the price into a deposit now and a balance later.
Enter the deposit amount and a due date for both the deposit and the final balance. TripLoft calculates the final balance for you, total price minus deposit, and that amount can't be edited directly.
Set Installments
Splits the price across as many payments as you need, plus a final balance.
You start with one Installment row and a Final balance row. Click Add Installment to add more, then enter each amount and due date. The final balance recalculates every time you change an amount, and can't be edited directly.
To remove an installment, use its ⋯ menu and click Remove. You'll always keep at least one installment row plus the final balance.
Good to know: If the amounts you enter add up to more than the total price, the final balance goes negative and the row is flagged Overpaid, so you can catch a typo before it reaches your client.
Rename any payment
Every row label is editable, in all three schedules. Click into the label cell and type whatever suits the booking, for example "May Installment" or "Cruise deposit." Placeholder labels read Deposit, Installment 1, Final balance, and so on until you change them.
Allow partial payments
Below the payment method selectors, the Allow partial payments toggle lets the client authorize a custom amount, up to but not more than the amount asked. Leave it off, the default, to require the exact amount.
Off: the client can authorize the full amount shown for that payment, or skip it.
On: the client sees an Adjust Amount option and can enter any amount up to the full expected amount.
Turning it on doesn't change the Expected payments table. It only affects what the client can do when authorizing.
Expected payments
As you set the schedule, the Expected payments table fills in with a row per scheduled payment. Its columns are:
Payment: the label, either the default or your own
Due: the due date you set
Expected Amount: the amount for that payment
Remaining: how much of that payment is still outstanding
Status: Unpaid, Partial, Paid, or Overpaid
Action: the ⋯ menu for that row
The row ⋯ menu has two options:
Remove: deletes that scheduled payment.
Exclude from Authorization: that scheduled payment stops appearing on the client's authorization screen. Useful when the amount was paid another way, by check or bank transfer rather than card. Scheduled payments are included by default, and once excluded, the menu option flips to Include in Authorization to add it back.
Make the item ready for authorization
A schedule on its own isn't enough. Until an item has everything it needs, an amber warning box appears listing what's missing. Three things are required:
A price
A booking supplier (below)
A start date, set on the General Info tab
The supplier's Terms & Conditions and cancellation policy are recommended but not required. Once the requirements are met, the warning clears and the item is ready. The amount offered for authorization is the full amount if the schedule is In Full, or the first payment, the deposit or first installment, for the other two methods.
Add the booking supplier
Under Booking, click Search supplier and pick the supplier you'll book through. What happens with terms and policies next depends on whether that supplier has a saved T&C template.
Terms & Conditions and Cancellation Policy
If you've saved a Terms & Conditions template for the chosen supplier, TripLoft fetches that supplier's terms and cancellation policy into the item automatically, so you don't re-enter them.
You can save more than one T&C policy per supplier, but a proposal currently uses only one, so TripLoft attaches the first policy in that supplier's list by default. To change it:
Click Edit to open the attached policy and adjust it for this booking, a date tweak or a single line.
Or click Back to list to pick a different saved policy for that supplier.
If the supplier has no T&C template yet, add the Terms & Conditions and Cancellation Policy here. What you add is also saved as a template for that supplier, so it's available automatically next time:
Terms & Conditions: add one by URL, custom text, or PDF upload.
Cancellation Policy: set a policy name, a cancellation type (partial, full, or non-refundable), and a description. Adding one helps protect against chargebacks.
For reusable supplier terms, see Create Supplier T&C Templates.
How your client authorizes payment
Once an item is authorization-ready, publish and share the trip (see Build a Basic Proposal). From there:
The client opens the trip link and sees a "N payments to authorize" prompt below the agent card.
Clicking it opens the authorization screen, listing every item that's ready, with a panel on the right to add a card.
Each item shows its amount, which payment in the schedule it is, its due date, and its policies. The client can click Skip Item to leave it out of this round, use Adjust Amount to lower it (if you enabled Allow partial payments for that item), or leave it as-is. The total updates as they go.
The client adds a card, ticks the authorization checkbox, types an e-signature, and ticks I agree to this e-signature. That enables Submit Authorization.
On submitting, both you and the client get a confirmation email listing exactly what was authorized.
Good to know: Two kinds of terms appear on the authorization screen. Each item lists its own supplier's Terms & Conditions and Cancellation Policy as links, labeled with the policy names you saved, opening in a new tab. Separately, the authorization checkbox links to your agency's own Terms and Conditions of Booking, covering both the agency's and the principal suppliers' cancellation and refund policies. Set those up in Settings under Waivers and Agreements.
The authorization is good for 30 days. The panel shows an Authorize Through date, and you need to make the charges before it passes. The client's card is saved for future authorizations, so later rounds don't require re-entering it.
The client returns for later rounds as more comes due: remaining balances, the next installment, or items that have since become authorization-ready. This repeats until everything is authorized.
Log a payment for your records
Once the client has authorized an amount and you've paid the supplier using their authorized card, record it here so the status stays accurate.
Under Past payments and authorizations, click Log Payment, then enter:
Amount: how much you paid
Date Paid: the date of the payment
Note (optional): a short detail, for example "Paid to supplier."
Click Save.
Good to know: The note is client-facing. Notes are visible to travelers on their invoice and on the pricing tab of their itinerary, so keep them appropriate to share.
After you save, the payment appears in the Past payments and authorizations table, with columns for Amount, Date, Details, and Status. The matching row in Expected payments updates automatically: its Status changes to Paid and its Remaining drops by the amount you logged.
Troubleshooting
If your client says they don't see a payment to authorize, or an item you expect to be ready isn't showing up on their authorization screen, work through this checklist in order:
The item isn't authorization-ready yet. Open the component and check for the amber warning box under Credit Card Authorization & Payment. It needs a price, a booking supplier, and a start date before it appears for the client at all. A cancellation policy is recommended but won't block readiness.
No payment schedule is set. If you haven't chosen In Full, Deposit + Final Balance, or Set Installments yet, there's nothing for TripLoft to ask the client to authorize.
Outstanding traveler choices haven't been made. If the proposal includes Room or Cabin selections, Inline Options, or Optional Add-Ons the client hasn't decided on, those decisions come before payment in their flow.
The scheduled payment was excluded from authorization. Check the row's ⋯ menu in Expected payments. If someone clicked Exclude from Authorization, that payment won't be offered until you switch it back to Include in Authorization.
Everything currently due is already authorized. The "N payments to authorize" prompt won't reappear until the next installment or balance comes due, or another item becomes authorization-ready.
The proposal hasn't been published, or was edited after publishing. The client only ever sees what was last published. Republish so their authorization screen reflects your changes.