Bookings
Create a booking or convert a lead, add items with price and cost, and Flyby works out the total, balance and profit.
A booking is the heart of Finance: it holds the customer, the trip and what they'll pay, and every payment and expense links back to it. You enter the items and payments; the totals take care of themselves.
Bookings are available to owners and managers on the Growth and Pro plans.
Two ways to create a booking
- Go to Finance → Bookings.
- Click New booking.
- A new booking opens with the status Pending and an automatic booking ref. Fill in the details.
Booking details
| Field | Notes |
|---|---|
| Booking title | Required. For example "Ramadan Umrah – Ahmed family" |
| Customer | Search your contacts by name or phone |
| Package | Optional, the booking's main package |
| Travel date and Return date | Shown on the invoice |
| Travellers | Used as the default quantity when you add a package or a per-person service |
| Currency | Defaults to your agency's base currency |
| Discount | An amount taken off the items subtotal |
| Payment due date | Used for overdue tracking and receivables aging |
| Notes | Shown on the invoice |
Click Save after editing.
Booking items
Items are what the customer pays and what it costs you. Click Add item and choose:
- From packages: uses the package name and starting price, with quantity = travellers.
- From services: uses the service's price and cost, with quantity = travellers if the service is priced per person.
- Blank item: a free item you type yourself.
Each item has a Type (Package, Service, Flight, Hotel, Visa, Insurance, Transfer, Other), Description, Qty, Unit price and Unit cost. You can edit any of them or delete the item.
The maths is automatic
The Summary card updates with every change: items subtotal, discount, total, cost, gross profit, paid, refunded and Balance due. If the customer paid too much you'll see Overpaid (to refund); when everything's paid you'll see Fully settled.
Booking status and payment status
You set the booking status from the menu at the top of the booking:
| Status | When to use it |
|---|---|
| Pending | The booking is still being prepared (default) |
| Confirmed | The customer confirmed and it's booked |
| Completed | The trip is done |
| Cancelled | The booking was cancelled; it's excluded from sales and receivables |
| Refunded | The money was returned to the customer |
The payment status is worked out from the payments: Unpaid, Partially paid, Paid or Overpaid.
The bookings list
In Finance → Bookings you can:
- Filter by status using the tabs at the top.
- Search by ref, title or customer.
- Filter by Created date and payment status.
- Download the list with Export CSV to open it in Excel. Export is a Pro feature; on Growth the button shows a lock, Export CSV (Pro), and takes you to Settings → Plan & billing.
Deleting a booking
On the booking page, click Delete. The booking, its items and payments are deleted. Supplier expenses stay, but are unlinked from the booking.
It's usually better to set the status to Cancelled instead of deleting, so you keep a full record.