Choosing the right payment option when creating an order in the back office
Last updated: October 16, 2026
When you create an order in the back office, the checkout step gives you several ways to handle payment. This guide explains what each payment option does and when to use it, so the payment shows correctly on the booking and in your reports.
Before you start
Build the order as normal before choosing a payment option:
Click Create a New Order.
Select the correct location and ticket type.
Enter the booking details, such as the event type (for example, a birthday party), customer name, and date and time.
Add the required products or package to the cart.
Proceed to checkout. The payment options are shown here.
New to creating orders? See 📄 Create a new order in Backoffice
Which payment option should I use?
Payment option | Use it when | What happens |
|---|---|---|
Over-the-Counter | The customer has already paid outside VenueSumo, for example cash, cheque, or a payment taken through another system. | The payment is recorded against the booking and appears in reporting. VenueSumo does not process any money. |
Live Payment Link | The customer is on the phone and ready to pay by card right now. | A payment link is emailed or SMSed to the customer. They pay by card while you wait, then you confirm the payment before creating the order. |
Change Amount | You want to hold the booking without taking any payment or reduce/increase the amount you want to charge in this transaction, and the product has no invoice terms. | The order is created with $0 paid. The full balance stays outstanding and the customer receives their confirmation. |
On Invoice | The product has deposit or final payment terms set up. | An invoice is included in the confirmation email, along with a payment link for the amount currently due (for example, the deposit). |
Over-the-Counter
Use Over-the-Counter when payment was received outside VenueSumo but you want it to show on the booking and in your reports.
At checkout, select Over-the-Counter.
Enter the payment amount and confirm the payment details.
Click Proceed to record the payment against the booking.
Note: Only use Over-the-Counter when the money has genuinely been received outside VenueSumo. It records a payment but does not charge the customer.
Live Payment Link
Use this option to take a card payment while you are speaking with the customer. Always confirm the payment in the back office before you create the order. For step-by-step instructions, see 📄 How to take a card payment over the phone with a live payment link
Change Amount
Use Change Amount to reserve the booking without taking payment now or increasing/decreasing the transaction amount before processing using one of the other payment methods. Set the amount to the intended charge amount, check the remaining balance still shows correctly, and complete the order. See 📄 How to Create a New Order Without Taking Payment in the Back Office
On Invoice
Use On Invoice when the facility has invoicing terms (such as a deposit and a final payment) configured.
At checkout, select On Invoice.
Create the order.
The customer's confirmation email includes the invoice and a payment link they can use later can be manually sent if required. If a deposit is due, the payment link is for the deposit amount rather than the full balance.
Tip: On Invoice reduces manual follow-up for bookings with deposits, because the customer receives the invoice automatically and payment link (if manually sent).
Taking payment after the order is created
To email the customer a link to pay for one booking or the whole order, see 📄 How to send a payment link for a booking or a whole order
To record a payment the customer made outside VenueSumo, see 📄 How to record a manual payment (bank transfer, cash or cheque) against a booking
Refunds
How you refund depends on how the customer paid. See 📄 How to refund a booking made online in the back officefor online card payments, or 📄 How to log a manual refund in the back office (cash, cheque or bank transfer)for cash, cheque, bank transfer and Over-the-Counter payments.