Changing, moving and printing bookings

Updated on 2026-10-26

All your bookings are under Daily → Bookings, tab Bookings. If your property has wellness, the Wellness bookings tab is next to it (see Wellness bookings).

The bookings list

At the top is the question bar: you choose what you want to see, and the list below shows the answer straight away. At the top right are New booking (see Manual booking) and Print list.

Searching

In the large search field you type a name, an email address, a phone number or a booking number (also the Booking.com number or an invoice number). A phone number is found however it is written: 0470 12 34 56 also finds +32470123456. Search also finds cancelled bookings; they appear a little lighter in the list.

What do you want to see? and When?

Under When? you pick a period: Today, Tomorrow, This week, This month, Last month, This year, Last year or Other dates (with your own start and end date). Under What do you want to see? you choose what that period is about:

With All dates (the default) nothing is limited. The list then first shows who is in house now and who is still to come, the next one at the top, and below that the past stays, most recent first. With a period, the list is in date order, like a register.

Two examples: who stayed with us this year? is Stayed and This year. Who arrives tomorrow? is Arrivals and Tomorrow.

Status

You combine the status with the period: Cancelled and Last month show last month's cancellations. Below the question bar you see how many bookings and how many different guests the list holds. Clear choices resets everything.

The columns

• Guest: the name, with the booking number and the number of people below it.
• Stay: arrival and departure, with the number of nights.
• Room: for a booking with several rooms, all of them.
• Channel: the channel letter as in the room overview (B. for Booking.com, A for Airbnb, ...) or the website icon for a direct booking, with the name next to it.
• Amount: the total, with Paid, the amount still outstanding, Paid via the channel or No invoice yet below it.
• Status: confirmed, to confirm, checked in, checked out, cancelled, ...

Other columns, such as the booking ID, the source, the customer on the invoice, the departure date on its own or the date the booking was made, can be switched on with the columns button at the top right of the table. With the filter button next to it you filter further, for example by customer or room. A combination you use often can be saved as a view.

Click a booking to open it. For each booking, the three dots open a menu with, among other things, View, Edit, Send email and Move to room.

On your phone, What do you want to see?, When? and Status are three drop-down lists, and each booking is shown as a card: name, dates, room, channel, amount and status.

Guests: who stayed with you

Below the question bar, choose Guests instead of Bookings and you see the same selection per person: each guest once, with email, phone, country, the number of stays and nights and the last stay. A regular guest with three bookings is listed once, with 3 stays. Click a guest to open the customer record (if you have access to Customers); otherwise their last booking opens.

One guest is one customer: the person on the booking and the invoice. An anonymised guest (at the guest's request, see Privacy requests from guests) is counted, but without a name or contact details.

This is how you get the list of everyone who stayed this year: Stayed, This year and Guests.

Export this list

Export this list gives you exactly what you see: with the period, the status, your search, your filters and the shortcut. Choose bookings or guests, and Excel (.xlsx) or CSV. Only the bookings of your own property are included; if you have access to several properties and don't pick one, the property name is in an extra column.

• Bookings: booking number, guest, email, phone, country, arrival, departure, nights, room, channel, people, status, total, paid, outstanding, payment and booked on.
• Guests: name, email, phone, country, stays, nights, first and last stay.

The contact details are for your own records. If you want to email guests for marketing, ask for their consent first.

Shortcuts above the list

Above the table are tabs with ready-made questions. The number on each tab is how many bookings it holds, always for your own property only.

A tab resets the question bar to All dates and All. If you then choose a period or a status, you leave the tab: the question bar and the tabs are two ways to ask a question, they don't stack. Cancelled bookings don't count for arriving, departing and in house. You only see To refund and Awaiting IBAN if you are allowed to make refunds.

Printing a list

• Print list opens, in a new tab, a printable list of all non-cancelled bookings of your property, with Room, Guest, Arrival, Departure and Status, sorted by arrival. The print dialog opens by itself. The list doesn't take over your filters and search term.
• If you only want certain bookings, tick them in the list and choose the bulk action Print selected. Then exactly those bookings end up on paper, cancelled ones included.
• Want exactly the list you see on paper, with your period and filters? Choose Export this list and print the Excel file.

Viewing a booking

Click a booking or choose View. The detail page shows, among other things:

• Overview: status, source, channel, arrival, departure, nights and total price;
• Guest remarks and the Internal note;
• Arrival request: an arrival time the guest asked for, with its status;
• Guest: name, customer, Invoice to, email, phone, country and language;
• Guest registration (accommodation register), if you use it;
• Stay and, for each room, the occupancy, the rate and the rate option;
• Financial: total, already paid, outstanding and deposit.

Editing a booking

Click Edit (or Edit booking in the room overview). There you can change, among other things:

• Status;
• Guest remarks and Internal note (see below);
• Arrival request: the requested time and the Request status (Pending, Approved, Denied);
• Guest: guest name, a separate WhatsApp number, country and language of the messages;
• Invoice to: who the invoice goes to (see Manual booking → Who is invoiced?);
• Stay: number of guests, bed preference, smoking;
• Financial: among other things Payment not required (skips the payment deadline, e.g. for a regular business customer).

Click Save changes.

You can't change Arrival and Departure directly here. That's what the Extend / change dates button is for.

Internal note

A note for you and your team, e.g. "arriving late, key in the letterbox" or "allergic to nuts". The guest never sees it. It appears as a yellow line on today's tiles in the room overview and in the house-manager digest.

Changing the dates or extending the stay

1. Open the booking with Edit.
2. Click Extend / change dates at the top.
3. In the Change / extend dates window, choose the new Arrival and Departure.
4. Under Price comparison you see the current price and the new price (including any length-of-stay discount, excluding tourist tax).
5. Leave Apply new price on to recalculate the invoice, or switch it off to leave the invoice as it is.
6. Click Apply.

BedFlow checks whether the room is free. If another booking or a block is in the way, you get "Change refused" with what's in the way.

A booking from Booking.com or another channel is best changed via that channel; the change then arrives in BedFlow automatically.

In the room overview you can also change the dates of a direct booking by dragging the edge of the bar. In the Adjust booking window you then choose Apply new price (€…) or Keep old price (€…).

Moving to another room

Is a room not ready, or do you want to upgrade a guest? There are four ways.

For a booking from a channel, the reservation at the channel stays on the original room. The old room becomes free again on the channel: block it separately if it hasn't been cleaned yet.

Sending (or resending) one email

Want to send or resend an automated email to the guest, e.g. the confirmation once you have their email address? Choose Send email (in the list, or at the top when viewing or editing).

• Template: one of your property's automated emails, with when it normally goes out.
• To: already set to the booking's email address; you can change it without changing the booking.
• Guest language is shown for information.

Click Send now. The email goes out immediately and appears in the communication log. BedFlow doesn't send a payment reminder for a booking that's already paid. As long as nothing has been paid for the booking, Payment received is greyed out in the list, with nothing paid yet after it: you can't choose that email then. This action only appears if your property has active automated messages (see Guest journey overview).

Creating a proforma

If a booking doesn't have an invoice yet (e.g. after transferring bookings from another system), the Create proforma button is shown at the top. BedFlow creates a proforma with your property's next number. For several bookings at once: tick them in the list and choose the bulk action Create proformas. Bookings that already have an invoice and cancelled bookings are skipped.

Cancelling a booking

• In the room overview: click the booking and choose Cancel booking entirely → Yes, cancel. The booking and the invoice are set to cancelled, the dates are released (on your channels too) and the guest receives a cancellation email, plus a WhatsApp message if you've connected WhatsApp.
• On the booking page: open the booking via Daily → Bookings and click Cancel booking at the top. You get the same window as in the room overview, with the Refund section. After cancelling, the page reloads and the refund block appears at the top straight away.
• When editing: set the Status to Cancelled and click Save changes. The dates are released, but no cancellation email is sent to the guest.

A booking from Booking.com or another channel is cancelled via that channel; the cancellation arrives in BedFlow automatically.

If the booking already had a final invoice, BedFlow creates a credit note for what the guest no longer owes. See Invoicing, under Credit notes.

Refunding when you cancel

If the guest has already paid something, Confirm cancellation? (in the room overview and on the booking page) also shows the Refund section. It lists every payment with its payment method, date and amount.

• BedFlow suggests an amount based on your cancellation policy: everything back within the free cancellation period, nothing for a non-refundable rate, and for a late cancellation the amount paid minus your cancellation fee. You can change the amount, but never above what was paid.
• Via Stripe or Mollie: if the guest paid online through Stripe or Mollie, the section is switched on by default and the payment provider returns the amount to the card or account the guest paid with. If the provider refuses, the booking stays as it is, unless you tick Cancel anyway if the provider refuses the refund. The refund appears straight away as a negative payment on the invoice.
• Manual / bank transfer: for Bancontact, cash or a bank transfer. You don't enter an account number yourself. The guest's cancellation email has a button Enter your account number for the refund of €… that opens a secure page where they enter their name and IBAN. BedFlow checks the IBAN (length per country and check digits), so a typo is caught right away. The link stays valid for 60 days; if the guest hasn't filled it in after three days, they get one reminder.

Transferring: as soon as the guest has entered their IBAN, you get a notification in the app and on Telegram. That notification has a link that opens the booking straight away. You'll also find every refund waiting for you at the top of the bookings list under To refund. Open the booking: at the top you'll see Refund ready to transfer with the beneficiary, the IBAN, the amount and the payment reference, each with a Copy button. Paste them into your banking app and make the transfer. Use exactly that reference: that is how your accounting matches the refund to the original payment. Then click Mark as transferred. Only then does the refund appear as a negative payment on the invoice, and the amount paid goes down everywhere: booking, invoice, payments and app. Until you mark it, the guest can still change their details; if you forget for three days, you get one reminder. If the money went back another way, or the guest doesn't respond, choose Withdraw request. BedFlow never moves any money itself.

Refunding later: open the cancelled booking via Daily → Bookings and click Refund at the top. The button is there as long as the booking still has an amount paid, also if you cancelled via When editing. If you choose a bank transfer there, the guest immediately gets a short email with the link to enter their account number.

Anyone who may edit bookings or manage invoicing can refund. Only those users see the full IBAN; notifications show it masked, e.g. BE71 •••• •••• 6769.

Frequently asked questions

Where do I find the payment link for a guest? If the booking requires a payment, the payment link is in the confirmation email. Resend it with Send email. The guest can also pay via their guest page.

Can I move a booking that consists of several rooms? Yes, with Change room when editing: you first choose which room of the booking moves. Dragging and Move to room only work for bookings with one room.

Related

• The room overview
• Check-in, check-out and settling the bill
• Manual booking